Truck Rental Agreement Template

Truck Rental Agreement Template

This Truck Rental Agreement (“Agreement”) is made as of [Date] between:

Owner / Rental Company
[Owner / Company Legal Name]
[Entity Type, if applicable]
[Registered Address or Principal Place of Business]
[City, State/Province, ZIP/Postal Code, Country]
Phone: [Phone Number]
Email: [Email Address]

(“Owner”)

and

Renter
[Renter Full Name or Business Name]
[Address]
[City, State/Province, ZIP/Postal Code, Country]
Phone: [Phone Number]
Email: [Email Address]

(“Renter”).

Owner and Renter may be referred to individually as a “Party” and together as the “Parties”.

1. Truck Details

1.1 Truck. Owner rents to Renter the following truck (the “Truck”):

• Truck Type: [Truck Type]

• Make: [Make]

• Model: [Model]

• Year: [Year]

• Color: [Color]

• Body / Configuration: [Box / Flatbed / Dump / Tractor Unit / Other]

• Vehicle Identification Number (VIN): [VIN]

• License Plate Number: [Plate Number]

• Gross Vehicle Weight Rating (GVWR): [Weight Rating]

1.2 Included Equipment. The rental includes the following equipment, if applicable:

• [Liftgate]

• [Tiedown straps / load bars]

• [Dolly / moving equipment]

• [Safety kit / triangles / fire extinguisher]

• [Other equipment]

All such items must be returned with the Truck in substantially the same condition, reasonable wear and tear excepted.

2. Rental Term, Pickup, and Return

2.1 Rental Period. The rental period begins on:

• Pickup Date and Time: [Pickup Date and Time]

and ends on:

• Return Date and Time: [Return Date and Time]

(the “Rental Period”).

2.2 Pickup Location. Renter shall take possession of the Truck at:

• Pickup Location: [Pickup Location Address]

2.3 Return Location. Renter shall return the Truck to:

• Return Location: [Return Location Address]

unless the Parties agree otherwise in writing.

2.4 Condition at Pickup. The Parties may complete a written condition report and/or photographs at pickup noting mileage, fuel level, and any existing damage. Renter acknowledges receiving the Truck in good operating condition, except as noted.

3. Rental Fees, Deposit, and Payment

3.1 Rental Rate. Renter shall pay Owner rental fees as follows:

• Time-based rate: [Currency and Amount] per [hour / day / week]

• Minimum rental charge (if any): [Currency and Amount]

3.2 Mileage or Hours Charge.

☐ Included mileage up to [Number] miles / kilometers per [day / rental], then [Currency and Amount] per mile / kilometer over the limit; or
☐ Hour-based usage: [Currency and Amount] per engine hour over [Number] hours included.

3.3 Security Deposit. Before taking possession, Renter shall pay a refundable security deposit of [Currency and Amount] (“Security Deposit”). Owner may apply the Security Deposit to unpaid rental fees, excess mileage, fuel charges, damage, cleaning, or other amounts due under this Agreement. Any remaining balance shall be returned within [Number] days after the Truck is returned and inspected.

3.4 Payment Method. All charges and the Security Deposit shall be paid by [credit card / debit card / cash / bank transfer / other]. Renter authorizes Owner to charge the provided payment method for all amounts due under this Agreement.

3.5 Late Return Fees. If the Truck is returned after the end of the Rental Period without written extension, Owner may charge:

• Additional rental fees at [Currency and Amount] per [hour / day]; and

• Any related costs caused by the late return.

4. Fuel, Mileage, and Tolls

4.1 Fuel Level. The Truck is provided with:

• Fuel level at pickup: [Fuel Level]

Renter must return the Truck with:

☐ The same fuel level; or
☐ A full tank.

If the Truck is returned with less fuel than required, Owner may charge refueling at [Currency and Amount] per [gallon / liter] or a flat fee of [Currency and Amount].

4.2 Mileage or Hours Recording. Beginning and ending odometer readings or engine hours shall be recorded at pickup and return. Charges for mileage or hours will be based on these readings.

4.3 Tolls and Road Charges. Renter is responsible for all tolls, congestion charges, and road or weight-distance fees incurred during the Rental Period. If Owner receives notices, Owner may pay or transfer them and charge Renter the amounts plus an administrative fee of [Currency and Amount] per incident.

5. Use of Truck and Operating Restrictions

5.1 Permitted Use. The Truck may be used only:

• For lawful purposes and legal cargo;

• On roads and routes where the Truck’s size and weight are permitted;

• In accordance with all traffic, transport, and safety laws.

5.2 Prohibited Use. Renter and any authorized driver shall not:

• Use the Truck for illegal activities or transport of illegal goods;

• Overload or improperly load the Truck;

• Operate the Truck off-road, except as reasonably necessary for loading or unloading;

• Use the Truck for racing, stunt driving, or training without consent;

• Sub-rent, lend, or transfer possession of the Truck without Owner’s written approval.

5.3 Load Limits and Securement. Renter is responsible for:

• Ensuring the load weight does not exceed the Truck’s GVWR or axle limits;

• Properly loading and balancing cargo;

• Securing cargo with appropriate straps, chains, load bars, or other restraints.

Owner is not responsible for the security of any cargo.

6. Drivers and Licensing

6.1 Authorized Drivers. Only the following persons may operate the Truck:

• [Driver Name 1]

• [Driver Name 2]

• [Additional Authorized Drivers]

6.2 Driver Requirements. Each authorized driver must:

• Hold a valid driver’s license appropriate for the Truck and its GVWR, including any required commercial driver’s license (CDL);

• Meet any age and driving-record criteria required by law or Owner;

• Comply with all terms of this Agreement.

6.3 Compliance with Regulations. If the Truck is used commercially, Renter is responsible for compliance with any hours-of-service rules, logbook requirements, permits, and other transport regulations.

7. Condition, Inspection, and Maintenance During Rental

7.1 Renter’s Duty of Care. Renter shall:

• Use the Truck carefully and safely;

• Check tires, lights, and fluid levels as reasonable;

• Keep the Truck locked when unattended;

• Protect the Truck from avoidable damage or theft.

7.2 Routine Checks. Renter shall immediately stop using the Truck and notify Owner if the Truck appears unsafe or a significant mechanical problem occurs. Renter shall not continue to operate the Truck if it is not roadworthy.

7.3 Unauthorized Repairs. Renter shall not perform or authorize major repairs or modifications without Owner’s consent, except in an emergency where immediate action is needed for safety and Owner cannot be reached.

8. Insurance and Risk of Loss

8.1 Owner’s Insurance (if applicable).

☐ Owner provides basic liability insurance as required by law for the Truck. Coverage details: [Coverage Description].
☐ Owner does not provide insurance. Renter is responsible for all required insurance.

8.2 Renter’s Insurance. Renter is responsible for maintaining any additional auto or commercial vehicle insurance required by law or by Owner, which may include:

• Liability coverage;

• Collision and comprehensive coverage for the Truck;

• Cargo coverage, if needed for transported goods.

Renter shall provide proof of insurance upon request.

8.3 Risk of Loss. Except to the extent caused by Owner, Renter bears the risk of loss, theft, or damage to the Truck from pickup until return and acceptance by Owner.

9. Traffic Violations, Fines, and Inspections

9.1 Responsibility. Renter is responsible for all traffic tickets, parking fines, overweight citations, inspection violations, and similar penalties arising from use of the Truck during the Rental Period.

9.2 Processing Fees. If Owner receives any such notices, Owner may pay or transfer them as permitted and charge Renter the amounts plus an administrative fee of [Currency and Amount] per incident.

10. Accidents, Damage, Loss, and Theft

10.1 Reporting. In the event of any accident, damage, loss, or theft involving the Truck, Renter shall:

• Ensure safety and contact emergency services if needed;

• Notify law enforcement if required by law;

• Notify Owner as soon as reasonably possible;

• Provide Owner with accident details and copies of any reports.

10.2 Responsibility for Damage. Subject to any applicable insurance or waivers, Renter is responsible for:

• Physical damage to the Truck;

• Loss or damage to included equipment or accessories;

• Reasonable towing, recovery, and storage costs related to the Truck;

• Loss from theft if keys or the Truck were left unsecured.

10.3 Total Loss or Theft. If the Truck is stolen or deemed a total loss, Renter may be liable for the fair market value of the Truck at the time of loss, less any insurance proceeds actually received by Owner, to the extent permitted by law.

11. Return of Truck

11.1 Condition on Return. Renter shall return the Truck:

• By the agreed Return Date and Time;

• To the Return Location;

• In substantially the same condition as at pickup, reasonable wear and tear excepted;

• Clean and free of excessive dirt, trash, or spills.

11.2 Cleaning Fees. If extra cleaning is required (such as removal of mud, debris, chemicals, or heavy stains), Owner may charge a cleaning fee of [Currency and Amount] or the actual cost of professional cleaning.

11.3 Inspection at Return. Owner will inspect the Truck as soon as reasonably practicable after return. Any new damage, missing items, or excessive wear will be documented and may be charged to Renter.

12. Indemnity and Limitation of Liability

12.1 Renter’s Indemnity. To the fullest extent allowed by law, Renter shall indemnify and hold Owner harmless from third-party claims, damages, fines, and expenses arising from Renter’s or any authorized driver’s use or operation of the Truck during the Rental Period, except to the extent caused by Owner’s intentional misconduct or gross negligence.

12.2 Owner’s Liability. To the extent permitted by law, Owner is not liable for:

• Loss or damage to cargo or goods transported in the Truck;

• Loss or damage to Renter’s personal property;

• Indirect, incidental, or consequential damages;

• Loss of profits or business interruption.

13. Termination

13.1 Owner’s Right to Terminate. Owner may terminate this Agreement and require immediate return of the Truck if:

• Renter fails to pay amounts due;

• Renter breaches a material term of this Agreement;

• Renter uses the Truck in a dangerous, illegal, or prohibited manner.

13.2 Early Return by Renter. Renter may return the Truck before the end of the Rental Period. Unless Owner agrees otherwise, early return does not automatically entitle Renter to a refund of unused rental time.

14. Governing Law and Dispute Resolution

14.1 Governing Law. This Agreement is governed by the laws of [State/Province, Country], without regard to conflict-of-law rules.

14.2 Dispute Resolution. The Parties shall first attempt to resolve any dispute through good-faith discussions. If not resolved, disputes may be brought before the courts of [City, State/Province, Country] or resolved by [mediation / arbitration] if the Parties agree in writing.

15. Miscellaneous

15.1 Entire Agreement. This Agreement constitutes the entire understanding between the Parties regarding the rental of the Truck and supersedes all prior written or verbal arrangements on this subject.

15.2 Amendments. Any change or amendment must be in writing and signed or clearly agreed by both Parties.

15.3 Assignment. Renter may not assign this Agreement or transfer any rights or obligations without Owner’s prior written consent.

15.4 Notices. Formal notices under this Agreement shall be sent to the contact details listed at the beginning of this Agreement or to updated contact details provided in writing.

15.5 Severability. If any provision of this Agreement is found invalid or unenforceable, the remaining provisions shall remain in full force and effect.

16. Signatures

By signing below, the Parties acknowledge that they have read, understood, and agree to be bound by the terms of this Truck Rental Agreement.

Owner / Rental Company

Signature: _______________________________
Name: [Authorized Signatory Name]
Title: [Title]
Date: [Date]

Renter

Signature: _______________________________
Name: [Renter Full Name]
Driver’s License or CDL Number: [Number]
Issuing State/Province/Country: [Jurisdiction]
Date: [Date]