38 Best Car Rental Agreement Templates

1. Define Vehicle and Condition Clearly
List the exact vehicle details (make, model, year, VIN, license plate) and include a current condition report with photos or notes on existing damage. This helps prevent disputes over damages and ensures both sides agree on the vehicle’s state at pickup.

2. Specify Rental Terms, Fees, and Responsibilities
Outline rates, deposits, fuel policy, mileage limits, after-hours returns, and penalties for late returns. Include how tolls, parking, and incidental charges are handled to avoid surprise fees and ensure timely payments.

3. Clarify Insurance, Liability, and Incident Procedures
State driver eligibility, required coverage, deductibles, and who bears liability in various scenarios. Include incident reporting steps, required documentation, and contact information for the rental company to streamline claims.