Car Rental Form

Prove fleet roadworthiness with ease and streamline car rental business processes

car rental agreement

Published 24 Dec 2021

What is a Car Rental Form?

A car rental form is used to document the processes and details of transactions between car rental companies and their clients. Car rental forms, such as car rental application form, car rental inspection form, and car rental agreement form, help assess the liabilities and limitations of the car renter during the period of car rental.

car rental form

Car Rental Form | Download Free Template

This article will briefly discuss:

Why Use a Car Rental Form?

A car rental form is a document that records important information about the car renter and helps determine the status of the client, including personal information and other details. Car rental forms can also serve as evidence of an agreement between car rental companies and the renter that could help support insurance claims in case of an incident. Utilizing a digital car rental form allows businesses to automatically complete the document with photo evidence and digital signatures.

What is a Car Rental Agreement Form?

A car rental agreement form, also referred to as a car hire agreement form or a car rental contract form, is used to validate the deal and hold both parties accountable to a number of responsibilities, including the terms and conditions of using the rented vehicle. Using a mobile-ready car rental agreement form can make it easier for businesses to sign off contracts, instantly send copies to clients, and keep daily operations run smoothly.

Car Rental Agreement Form Sample Format

A car rental agreement, or a car rental contract agreement, highlights the applicable terms and conditions that have been set by the car rental company. This agreement holds the car renter liable for the vehicle throughout the rental period. Below are some of the most essential details in a car rental agreement:

  • Vehicle Internal and External Condition

    A car rental agreement should clearly state the working condition of the vehicle including internal accessories and external scratches or damages if any. This would help identify the pre-existing condition of the vehicle prior to renter pick up and would also prevent liability issues and misunderstanding between parties.

  • Mileage Limit

    The stipulated mileage limit on the car rental agreement form will help determine the distance that the customer can travel using the rental vehicle. In some cases, extra charges are shouldered by the car renter if they go beyond the agreed mileage.

  • Fuel Policy

    Fuel policy depends on car rental companies. They offer it depending on the need of the customers. The following are the different fuel policies:

    • Free Tank The car rental company provides fuel for free.
    • Full to Full The fuel tank will be full or part-full when the car renter picks up the vehicle. Car renters need to replace the used fuel before they drop off the car.
    • Pre-purchase Car renter will pay for the fuel when they pick up the vehicle. Unused fuel can be refundable depending on the agreement of both parties.
  • Rental Period

    A rental agreement should state the duration of the car rental. Car rental services require renters to pick up and return the vehicle at a particular time. Extra charges may apply for late vehicle return.

  • Terms and Conditions

    The car rental agreement form should clearly state the terms and conditions including company policies and general guidelines provided by a supervising body. It serves as a legal confirmation of allowing the car renter to use the vehicle with underlying user rights and responsibilities.

Car Rental Inspections for Businesses

The following car rental business checks are essential to keep the businesses safe, secure, and profitable.

  • Fleet Management and Maintenance

    Vehicle inspection and regular maintenance are vital in car rental businesses. It aims to identify mechanical issues or defects that may cause accidents and operational downtime. Vehicle areas or items including engine, oil, tires, light, and other parts should be checked before and after a car rental. A well maintained commercial fleet can improve business profitability, customer satisfaction, and business referral to other customers.

  • Car Rental Insurance

    A car rental company should check their insurance policies to ensure coverage of insurance claims in the event of unexpected incidents. Car rental businesses can also offer car rental insurance to their customers. Here are some insurance policies:

    • Loss damage waiver this insurance covers crashes, theft, and vandalism.
    • Liability insurance this covers the damages of a car renter to other people including hit injuries.
    • Personal accident insurance this covers the renter and its passengers’ medical bills if they got into an accident.
    • Personal effects insurance this protects an item if stolen inside the rented vehicle including cell phones, computers, cameras, and other gadgets.
  • Workplace Safety

    Car rental companies should also ensure the work environment is free from health and safety threats. It is vital to protect not just the company assets but the employees as well. A safe and healthy workplace could benefit both the company and the worker as it helps ensure the quality of service, improves employee productivity and efficiency, and protects the company reputation.

Advantages of Using iAuditor Car Rental Forms

The possibility of losing a paper-based car rental form can be burdensome for car rental managers. It can cause delays in car rental transactions and put the business at risk. A digital solution like iAuditor by SafetyCulture can replace paper-based car rental forms with a mobile app and cloud-based solution. With iAuditor, car rental employees can:

  • perform paperless vehicle inspections and document car rental agreement using any hand-held device;
  • capture photo evidence of the internal and external condition of the vehicle prior to vehicle day out;
  • easily amend car rental agreement and specify important notes;
  • immediately set up car rental agreement and share to respective personnel including business owners;
  • generate comprehensive reports that are securely stored in the cloud; and
  • automatically receive reminders on a vehicle maintenance schedule and other tasks assigned.
Jona Tarlengco - SafetyCulture Staff Writer

SafetyCulture Content Specialist

Jona Tarlengco

Jona Tarlengco is a content writer and researcher for SafetyCulture since 2018. She usually writes about safety and quality topics, contributing to the creation of well-researched articles. Her 5-year experience in one of the world’s leading business news organisations helps enrich the quality of the information in her work.

Jona Tarlengco is a content writer and researcher for SafetyCulture since 2018. She usually writes about safety and quality topics, contributing to the creation of well-researched articles. Her 5-year experience in one of the world’s leading business news organisations helps enrich the quality of the information in her work.