Ensure safe travels and a secure car rental business operation using a car rental form.
Use this car rental form template to easily capture all the details of the car rental transaction.Download template
Use the vehicle rental agreement template to record all information relevant to the car owner and the person renting the vehicle.Download template
Use this rental car inspection template as a form for the inspection of your rental vehicles to ensure safe operation.Download template
Lumiform enables you to conduct digital inspections via app easier than ever before.
Get a kickstart with one of our +12000 ready-made and free checklists
A car rental form is a legal document containing the agreement between a car renter and a car rental company. It includes terms and conditions regarding vehicle usage and the governing laws that bind both parties.
Car rental companies are entities that lease out vehicles. Usually, people who rent vehicles are on a vacation or business trip to a foreign country. There are also instances where government agencies authorize government officials and employees to rent car fleets for official government work and missions.
For car rental companies, it is critical to use a car rental form with the correct information, terms, and conditions. This will ensure that the renter properly uses the car and prevent any exploitation of the car rental agreement.
For a renter, carefully examining the information contained in a car rental form will prevent getting trapped by any deceptive clauses.
So, below are seven essential pieces of information that will help both parties make or examine a car rental form.
The first essential information that a rental form should have is the details of the rental vehicle. Written car details will prevent exploits, such as a shady car lending company lending out older vehicles or claiming that a renter has replaced the vehicle with an older one. Below are the details that should be included:
The following essential information is the rental period which refers to how long the vehicle will be rented. Usually, the car rental checklist or form indicates the estimated starting date and end date of usage. But some strict car rental companies might also include the time that it should be returned.
Other clauses stated in the rental period are the termination conditions and refund policies. For example, the period where the contract can still be terminated and the amount to be refunded from the deposit.
Another essential piece of information is the scope of use, which contains what purpose it will be used for. In the rental form, it is usually asked if the usage is for leisure or business trips. This is requested to know what types of roads the vehicle will be used in.
Another clause is the names of the operators or the people who will be driving the vehicle. The listed operators will then need to submit all the necessary documents, such as Driver’s License.
The next essential information that should be included in a car rental form is the mileage limit. Mileage refers to the distance traveled by the vehicle and can be usually found in the dashboard instrumentation.
In the rental form, the mileage limit is usually stated in terms of distance. The mileage consumed is calculated by recording the initial mileage on the dashboard upon the start of the contract and then subtracted to the final mileage rating upon returning the vehicle. Excess to the limit will be charged to the renter upon return.
In this essential information, rental fees and deposits are stated. Below are some of the details.
This essential information states that all the operators and passengers have insurance policies and that all possible damage to life and property caused by the operators of the rented will not be covered by the rental company. Instead, all the damages and liabilities will be shouldered by the renter.
The last essential information refers to what legal jurisdiction and state laws the car rental form will fall under. This is important to take note of since rental policies and guidelines will differ from state to state.
Aside from the essential information on a car rental form, it is also important to note the procedures included in the rental car inspection form.
The rental car inspection form is used to inspect the vehicle before, during, and after the rental. Technically, it is a car rental checklist containing all the steps or procedures to check and maintain the vehicle components. Below are some of the procedures:
A car rental confirmation is an important document for car rental companies. However, paper can easily be misplaced or damaged. This can cause delays in car rental transactions and put the business at risk. Besides, the collected data can hardly be evaluated for further business development.
With Lumiform, the mobile app and desktop software, there is a simple solution to the problem: Digitizing all forms and storing them centrally in the cloud. With Lumiform, car rental company employees can: