Car Rental Agreement Template (Free PDF & Word)
Download a free car rental agreement template in Word and PDF — no e-mail, no sign-up. Then check what every agreement must include and the mistakes that cost rental businesses money.
Download the template (PDF, Word)
This car rental agreement template free download is a general vehicle rental agreement for a rental business renting to individuals: 7 clauses, a vehicle table, a charges table and signature lines. The Word version (car rental agreement word format) is editable; the PDF (car rental agreement pdf) is ready to print as a car rental agreement form.
What a car rental agreement must include
- Parties — the owner (company name, address, tax number) and the renter (ID or passport, driver's licence with issue date, address, phone).
- Vehicle — make, model, plate, VIN, year, odometer and fuel level at pickup.
- Rental period — pickup and return date, time and location.
- Charges — daily rate, total, payment terms.
- Deposit — amount, what it secures and when it is refunded.
- Renter's obligations — authorized drivers only, no subletting, no alcohol, no smoking, no cross-border trips without consent.
- Insurance and damage — coverage, excess (deductible), fines and tolls.
- Return — condition, fuel, keys, documents, late fees.
- Appendix — a rental car inspection checklist signed at pickup and return.
Deposit, mileage limits, fuel, late fees
Put numbers in the agreement, not "to be agreed":
| Clause | How to write it | Example |
|---|---|---|
| Deposit | amount and refund deadline | $500, refunded within 7 days |
| Mileage allowance | per day or total | 250 km / 150 mi per day |
| Excess mileage | rate per km/mi | $0.25 per mile |
| Fuel | full-to-full + refuelling charge | $10 + fuel at cost |
| Late return | per started day or hour | one extra day |
| Excess (deductible) | amount per insured claim | $1,000 |
How much deposit to take for each car class: car rental deposit.
Damage and insurance clauses
- State which insurance covers the car and what the renter pays in case of damage (the excess).
- The renter is liable for damage caused through their fault that insurance does not cover, and for fines, parking and tolls during the rental.
- Require the renter to report accidents immediately and call the police where required.
- Refer to the inspection report: damage not recorded at pickup is presumed to have happened during the rental.
Common mistakes
- No inspection report at pickup — impossible to prove a scratch is new.
- No return time — you can't calculate late fees.
- No licence number or issue date.
- No clause on fines and tolls.
- Re-typing data for every booking — wrong plates and amounts.
Fill agreements automatically
With several rentals a week, filling in a template by hand takes hours. In AutoRent CRM the agreement is generated from the booking — customer, car, rate, mileage allowance, deposit and your company details are filled in, and printing or saving a PDF takes one click. See car rental agreement software.
See also: car rental software.
Frequently asked questions
Is a car rental agreement legally binding?
Yes — once both parties sign, it is a binding contract in most jurisdictions, provided its terms comply with local consumer and rental law. Unfair clauses may be void, so keep terms clear and reasonable.
Who pays for damage?
The renter pays for damage caused through their fault that insurance does not cover, up to the excess stated in the agreement. That's why the car's condition must be recorded at pickup and return.
Templates are for information only and are not legal advice. Adapt them to your business and local law.