Free template
Car rental agreement template
Fill in the renter, the vehicle, the period, and the rates, and the agreement builds as you type. Print it or save it as a PDF - or clear the fields and print a blank contract to complete at handover.
Owner
Renter
Vehicle
Period & charges
Terms
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CAR RENTAL AGREEMENT
Agreement no. RA-1187
Owner / lessor
Metro Drive Car Rental
22 Rizal Avenue, Cebu City
0917 555 0110
Renter / lessee
Daniel Cruz
8 Acacia Street, Mandaue City
0999 555 0164
Licence N01-23-456789 exp.
Vehicle
Vehicle 2022 Toyota Innova 2.8 E
Plate XYZ 7788
Colour Silver
Odometer out 41,250
Fuel out Full
Odometer in
Rental period & charges
Release
Return
Mileage allowance 200 km/day
Excess mileage ₱15/km
- 5 day(s) at ₱2,500.00
- ₱12,500.00
- Other charges
- ₱0.00
- Rental total
- ₱12,500.00
- Refundable security deposit
- ₱5,000.00
- Due at release
- ₱17,500.00
Terms and conditions
1. The renter confirms they hold a valid driver's licence and will be the only person driving the vehicle unless an additional driver is named above. 2. The vehicle may not be used to carry passengers or goods for hire, to tow, to race, or for any unlawful purpose. 3. The renter returns the vehicle at the agreed date, time, and place, with the same fuel level it left with. Late returns are charged at the daily rate. 4. Fuel, tolls, parking, and traffic violations during the rental period are the renter's responsibility. 5. The renter reports any accident, breakdown, or theft to the owner immediately, and does not authorise repairs without the owner's written consent. 6. The security deposit is refunded after the vehicle is returned and inspected, less any deductions for damage, missing fuel, fines, or excess mileage.
Both parties confirm the vehicle was inspected at release and that the details above are correct. By signing, the renter accepts the terms set out in this agreement.
Owner signature & date
Renter signature & date
The clauses that actually get used
A rental agreement earns its keep in the twenty minutes at return when something is not as it was at release. Nearly every one of those conversations comes down to a number nobody wrote down.
Record the odometer and the fuel level at release, in the renter's presence, and have them sign next to it. This single habit removes the two most common deposit disputes, because at return you are comparing figures rather than recollections. Leave the return readings blank on the printed form and fill them in together.
Be explicit about the deposit - what it covers, what it can be deducted for, and when it comes back. A renter who has read that fines and missing fuel come out of the deposit argues far less when they do.
Name every driver. An agreement that permits only the signing renter, unless an additional driver is named on the form, is the difference between a covered claim and an uncovered one at the moment it matters most.
One caveat worth stating plainly: this template covers the fields a rental agreement generally needs, but it is not drafted for your jurisdiction or your insurer. If you rent at any volume, have a lawyer read your standard terms once - it is a small cost against the first dispute it prevents.
Common questions
What should a car rental agreement include?
The owner and renter with full contact details, the renter's licence number and expiry, the vehicle with plate and colour, odometer and fuel level at release and return, the exact release and return date and time, the daily rate and number of days, any mileage allowance and the excess rate, the security deposit, and terms covering use, fuel, fines, accidents, and how the deposit is refunded. Both parties sign and date it.
Why record the odometer and fuel level at release?
Because almost every deposit dispute is about one of the two. A number written down and signed by both parties at release turns an argument at return into arithmetic. Leave a blank for the return reading and fill it in together when the car comes back.
How much security deposit should I collect?
Enough to cover your insurance excess plus a tank of fuel and a plausible traffic fine. Rentals commonly sit between one and three days' rate. State on the agreement what it can be deducted for and when it is returned, or you will be explaining it at every handover.
Should I photograph the vehicle at handover?
Yes, and it is worth writing on the agreement that you did. Photographs of all four corners, the roof, the wheels, and the dashboard at release and return take two minutes and settle damage disputes that paperwork alone cannot.
Does a rental agreement need to be notarised?
Usually not for short private rentals, but requirements vary by jurisdiction and by what your insurer expects. A signed agreement between both parties is the baseline; if you rent at any volume, have a lawyer review your standard terms once for the place you operate in.
Is this template legal advice?
No. It is a starting point that covers the fields most rental agreements need, not a document drafted for your jurisdiction or your insurance arrangements. Have it reviewed by a lawyer where you operate before you rely on it commercially.
Past a printed contract per booking
A template works well for a car or two. Once you are juggling overlapping bookings, you want to see which vehicle is free on which dates without checking a folder. Smapey's car rental software tracks the fleet calendar, customers, and payments, and there is a booking-focused version if reservations are the part slowing you down.
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