Car rental agreement template

CAR RENTAL AGREEMENT

Working template from CarRentalList (https://carrentallist.com/car-rental-agreement-template).
Not legal advice. Rental rules differ by state: have a lawyer licensed in
[STATE] and your insurer review this agreement before you use it. Items marked
[REVIEW] are the ones that most often depend on state law or your policy.

1. PARTIES
This Car Rental Agreement ("Agreement") is between [COMPANY LEGAL NAME], [ADDRESS]
("Company"), and the person signing below as renter ("Renter").

2. VEHICLE
Year, make, model: [YEAR MAKE MODEL]. Color: [COLOR]. VIN: [VIN].
Plate: [PLATE]. Odometer at pickup: [MILES]. Fuel or charge at pickup: [LEVEL].
Condition at pickup is recorded in Schedule A (photos and condition report),
which both parties initial.

3. RENTAL PERIOD AND RATES
Pickup: [DATE, TIME, LOCATION]. Return: [DATE, TIME, LOCATION] ("Rental Period").
Daily rate: $[RATE]. Taxes: [TAXES THAT APPLY]. Fees: Schedule B lists every fee
that can apply. Total estimated charge: $[TOTAL].

4. ELIGIBLE DRIVERS
Only the Renter and the Authorized Drivers named here may drive: [NAMES].
Each driver must be at least [AGE] years old [REVIEW], hold a valid driver's
license held for at least [YEARS] years, and pass the Company's ID and driving
record check. These rules apply the same way to every renter.

5. SECURITY DEPOSIT AND PAYMENT
A security deposit of $[DEPOSIT] is held on the Renter's card at pickup
[REVIEW]. It is released within [DAYS] days after return, minus amounts owed
under this Agreement, each itemized in writing. Accepted payment: [METHODS].
Renter initials: ______

6. MILEAGE AND FUEL
Included: [MILES] miles per day. Each additional mile: see Schedule B. Return the
Vehicle with the same fuel or charge level, or pay the refuel charge in
Schedule B.

7. PERMITTED AND PROHIBITED USE
The Vehicle may be driven on paved public roads within [AREA OR STATES].
Prohibited: racing, track use, timed events, off-road driving, towing, smoking
or vaping, pets [unless approved], commercial transport, use under the influence
of alcohol or drugs, driving by anyone not named in Section 4, and leaving the
Vehicle unlocked or with the key inside. Photo and video shoots, weddings and
events: [ALLOWED / ALLOWED WITH WRITTEN APPROVAL / NOT ALLOWED].
Renter initials: ______

8. INSURANCE [REVIEW]
The Renter must carry [COVERAGE REQUIRED] for the Rental Period and show proof
before pickup. Credit card rental coverage [IS / IS NOT] accepted; most card
programs exclude exotic and high-value vehicles. Company's own coverage:
[DESCRIBE OR "NONE OFFERED"].

9. DAMAGE, LOSS AND LOSS OF USE [REVIEW]
The Renter is responsible for damage to or loss of the Vehicle during the Rental
Period, up to [AMOUNT OR "the cost of repair or replacement"], plus the
loss-of-use charge per day while the Vehicle is repaired [REVIEW] and the
administrative fee, both in Schedule B. Damage is assessed against the pickup
condition in Schedule A, with photos shared with the Renter.
Renter initials: ______

10. TOLLS, TICKETS AND VIOLATIONS
The Renter pays all tolls, parking tickets, camera and traffic violations during
the Rental Period, plus the processing fee per item in Schedule B.

11. DELIVERY AND RETURN
Delivery: [INCLUDED / see Schedule B] within [AREA]. The Vehicle is returned clean inside,
at the agreed place and time. A cleaning fee applies for excessive dirt, sand or
smell (Schedule B).

12. LATE RETURN, CANCELLATION AND NO-SHOW
Grace period: [MINUTES]. Late return: the hourly charge in Schedule B, up to one
daily rate per day. Cancellation: [POLICY AND REFUND TERMS], with the charge in
Schedule B. No-show: [POLICY], with the charge in Schedule B.

13. TRACKING AND DATA [REVIEW]
The Vehicle has [GPS TRACKING / TELEMATICS / DASH CAMERA]. It is used for
[LOCATION FOR THEFT RECOVERY, MILEAGE, SAFETY]. Data is kept for [PERIOD].
Renter initials: ______

14. RENTER RESPONSIBILITIES
Keep the Vehicle locked, report any accident, damage, theft or warning light
immediately to [PHONE], and do not attempt repairs.

15. TERMINATION AND RECOVERY [REVIEW]
The Company may end the rental and recover the Vehicle if it is used in breach
of Section 7 or not returned on time, after notice by phone or text where safe.

16. LIMITATION OF LIABILITY [REVIEW]
[CLAUSE TO BE WRITTEN WITH YOUR LAWYER.]

17. GOVERNING LAW AND DISPUTES [REVIEW]
This Agreement is governed by the law of [STATE]. Disputes: [COURT, VENUE OR
ARBITRATION TERMS].

18. SIGNATURES
Renter: ____________________  Date: ________
Company: ___________________  Date: ________

SCHEDULE A. CONDITION AT PICKUP AND RETURN
Photos (timestamped): four corners, each side, front, rear, each wheel close up,
glass, roof, front lip and side skirts, interior, dashboard with mileage and fuel
or charge, trunk, keys and accessories.
Marks found at pickup: [LIST]. Marks found at return: [LIST].
Renter initials (pickup): ______  Renter initials (return): ______

SCHEDULE B. FEES (THE ONLY FEES THAT APPLY)
Rental charges, taxes, the security deposit (Section 5) and the cost of repairing
or replacing damage (Section 9) are set out in those sections. Every other fee is
listed here:
Additional mile: $[ ]          Refuel or recharge: $[ ]      Cleaning: $[ ]
Smoking: $[ ]                  Late return per hour: $[ ]    Toll or ticket processing: $[ ]
Delivery: $[ ]                 Lost key: $[ ]                Administrative fee on damage: $[ ]
Loss of use per day: $[ ]      Cancellation: $[ ]            No-show: $[ ]

What exotic rentals need that generic templates miss

Have AI draft it from your policies

The free car-rental-agreement skill for Claude and Codex asks about your deposit, age rule, mileage, insurance and fees, writes the agreement, a website terms summary and a checklist for your lawyer. It can also compare your terms with what other operators in your city publish, through the CarRentalList MCP server.

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