Rental Car Inspection Checklist Template – Free PDF

Rental car inspection checklist template

This rental car inspection checklist helps you accurately document a vehicle’s condition before and after each rental, promoting transparency and confidence for both you and your customers. According to CarInsuRent, more than 60% of damage claims are not caused by renters, with paint damage and scratches making up over half of all claims.

This template offers a clear, orgaized approach for checking exterior lighting, body condition, tires, interior features, and safety equipment. With detailed inspection records, you can resolve any questions about a vehicle’s condition quickly and fairly, ensuring a smooth and trustworthy rental experience for everyone involved.

Related categories

Preview of the template

Audit

Date and Time audit began

Required information

Pick up location

Date of completion required

VEHICLE DESCRIPTION

Photograph of Vehicle Being Inspected

Make

License Number

Odometer Reading at Inspection

EXTERIOR LIGHTING

High and Low Beams Operational

Clearance, Marker Lights Operational

Left and Right Tail Lights Operational

Left and Right Front Turn Signals Operational

Left and Right Rear Turn Signals Operational

Left and Right Break Lights Operational

Left and Right Back-Up Lights Operational

Audible Back-up Alarm Operational

EXTERIOR BODY AND GLASS (Take Photos of any noted damage)

Windshield Free of Cracks and Chips

Front Hood, Grill and Bumper free of Damage

Left Mirrors adjustable and Free of Damage

Left Fender Free of Damage

Left Door Free of Damage

Left Side Free of Damage

Left Side Windows Free of Cracks and Chips

Rear WIndow Free of Cracks and Chips

Rear of Vehicle and Bumper Free of Damage (Tailgate if included)

Right Side Free of Damage

License Plate / Tag is current and not expired / Note expiration date and verify to registration

Right Side Windows Free of Cracks and Chips

Right Door Free of Damage

Right Front Fender Free of Damage

Right Mirror Adjustable and Free of Damage

Vehicle is Clean and Free of Road Grime and Dirt

Tyres

Front Driver Tire in Good Repair with no Visible Signs of Wear or Cracking in Sidewall

Rear Driver Tire in Good Repair with no Visible Signs of Wear or Cracking in Sidewall

Rear Driver (INSIDE) Tire in Good Repair with no Visible Signs of Wear or Cracking in Sidewall (If Dual Tire Vehicle)

Rear Passenger Tire in Good Repair with no Visible Signs of Wear or Cracking in Sidewall

Rear Passenger (INSIDE) Driver Tire in Good Repair with no Visible Signs of Wear or Cracking in Sidewall (If Dual Tire Vehicle)

Front Passenger Tire in Good Repair with no Visible Signs of Wear or Cracking in Sidewall

Adequate Spare Tire is Available if Necessary in Good Repair with No Visible Signs of Wear or Cracking in Sidewall

Front Driver and Passenger Wheel/Tire Trim Rings in Place

Rear Driver and Passenger Wheel/Tire Trim Rings in Place

INTERIOR

Driver Seat in Good Repair

Driver Seat Belt Operational with Shoulder Harness

Windshield Wipers Functioning Appropriately

Windshield Washer Fluid Functioning and Appropriately Wetting Windshield to Clean

Heater and Defroster Operational

Air Conditioning Operational

Dashboard Lights Operational

All Gauges are Operating and Show within Appropriate Ranges

Entry Grab Bar/Rail Secure

Interior is Clean and Free of Loose Objects

Passenger Seat Belts Operational

Passenger Seats in Good Repair

SAFETY EQUIPMENT

Roll bar installed?

Overhead lights fitted and operational?

Beacon fitted and operational

Whip aerial flag fitted?

40 channel UHF fitted?

Battery isolation switch fitted?

Hi viz mining tape fitted?

2x wheel chocks supplied inside cab?

First aid kit supplied?

Fire extinguisher pressure correct and inspection tag in date?

Headlights on feature fitted to vehicle?

Handbrake alarm fitted to vehicle?

Reverse beeper fitted and operational?

3x safety triangles supplied?

All jack and tools required for wheel change supplied and tagged?

ID number fitted to vehicle

Second spare tyre supplied?

Additional specialty equipment provided ( spot lights, tool kits ect)

REQUIRED DOCUMENTATION

Are Adequate Preventative Maintenance and Service Repair Records Kept

SIGNATURES

Signature of Auditor

Auditors name and agent I.D number

This template was downloaded 982 times

Frequently asked questions

How can a rental car inspection checklist reduce customer disputes?

comprehensive inspection checklist creates an undeniable record of vehicle condition before and after rental. By documenting with photos and detailed notes, you establish clear evidence of pre-existing damage versus new damage. This significantly reduces customer disputes and creates transparency that builds trust with your clients.

How should you handle discovering damage during a rental car inspection?

Document the damage immediately with clear photos from multiple angles, note specific measurements when possible, and have the customer acknowledge the findings. Update your system promptly, and follow your company’s protocol for repairs. Thorough documentation protects both your business and helps determine responsibility fairly.

What’s an effective way to train staff on using the rental car inspection checklist?

Provide hands-on training with actual vehicles, demonstrate proper photo documentation techniques, and explain common damage types and how to record them. Conduct periodic refresher sessions as well. Consistent training ensures all staff apply the same standards and create reliable documentation across your entire operation.

This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.