Car Rental Agreement Form Template - Free PDF

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Car rental agreement form template

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Use this template with Lumiform

Customize this template or build your own
Fill out templates via mobile app
Get reports and analyse your data

Prices start from ░░░ per month

Book a demo

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A car rental agreement form template documents the legally binding arrangement between you and your renters. This essential document clearly outlines vehicle details, rental period, fees, and responsibilities while protecting your business from liability disputes. You’ll capture critical information like pre-existing damage, mileage limits, and insurance terms.

Comprehensive rental agreements contain five key components: identification of parties, vehicle details, rental period, rates/fees, and terms of use. We created this template specifically to help you avoid costly disputes by thoroughly documenting vehicle condition before and after rental—saving you thousands in potential damage claims.

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Created by

Inioluwa Ademuwagun

Preview of the template

Car Rental Agreement Form

Car Rental Agreement

This Car Rental Agreement (“Agreement”) is made and entered into as of the completion date between the specified Owner and Renter. Owner and Renter may also be referred to as “Party” in the singular and “Parties” in the plural. This Agreement is subject to the following terms and conditions.

Rental Car

Owner at this moment agrees to rent to Renter the following car (“Car”):

Make, Model, and Year

Color

Mileage

Will there be a mileage limit?

Vehicle Identification Number (VIN)

Take/attach photos of rental car (optional)

Car Rental Period

Owner agrees to rent Car to Renter for the following period:

Start Date

End Date

The Parties agree that this Agreement terminates upon the End Date specified above. Notwithstanding anything to the contrary in this Agreement or any Exhibits, either Party may terminate this Agreement before the End Date with at least one (1) day notice. If this Agreement is terminated before the End Date, the Parties will work together to determine whether a refund of Rental Fees is necessary.

Car Rental Fees

The Renter hereby agrees to pay the Owner for use of the Car as follows:

Car rental fee of $ (USD) per day

Car rental deposit of $ (USD)

Owner shall retain this deposit to be used to defray fully or partially the cost of necessary repairs or replacement in the event of loss of or damage to the Car during the term of this Agreement. In the absence of damage or loss, said deposit should be credited toward payment of the rental fee, and any excess shall be returned to the Renter.

Is there existing damage to the car?

Specify existing car damage:

Take/attach photos of the specific car damage

Rental Car Insurance and Warranties

The Renter at this moment warrants to Owner that Renter possesses car insurance that covers personal injury to Renter or other persons as well as the Car and the property of others.

The Owner represents that to the best of his knowledge and belief that the Car is in sound and safe condition and free of any known faults or defects that would affect its safe operation under regular use.

The Renter agrees that Renter will not: Use the Car to carry any passengers other than Renter. Allow any other person to operate the Car. Operate the Car in violation of any laws or for any illegal purpose and that if Renter does, Renter is responsible for all associated, tickets, fines, and fees. Use the Car to push or tow another vehicle. Use the Car for any race or competition. Negligently operate the vehicle.

Completion

IN WITNESS, the Parties have signed this Agreement as of the day and year first above written.

Renter Name

Signature

Owner Name

Signature

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Frequently asked questions

How do I document vehicle condition in a rental agreement?

Create a detailed vehicle inspection section with diagrams where you can mark existing damage. Take date-stamped photos of the vehicle from multiple angles before and after rental. Have both parties initial this section to confirm agreement on the vehicle’s condition at both pickup and return.

What payment terms should my car rental agreement include?

Your agreement should clearly specify the total rental cost, security deposit amount, accepted payment methods, due dates, and consequences for late payments. Include details about additional charges like cleaning fees, fuel surcharges, or early/late return penalties to avoid payment disputes.

How do I handle insurance coverage in my rental agreement?

Clearly outline what your company’s insurance covers and what remains the renter’s responsibility. Specify deductible amounts, optional coverage choices, and requirements for the renter’s personal insurance. Include procedures for reporting accidents and explain how damage claims will be processed.

Inioluwa Ademuwagun

Inioluwa is a freelance content writer with a passion for words and everything marketing. She has worked closely with B2B SaaS and e-commerce brands creating product-led content. She loves to read fiction and would describe herself as an introverted nerd who desires to travel around the world. She currently doing that with her words till she can with her eyes

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.