Renting a car is one of the most efficient ways to get around a new city, whether for leisure or business. You can drive on personally, or have a chauffeur drive one for you. A number of people prefer it because it is convenient, meaning you don’t need to share with other guests or commuters and you can use it anytime and anywhere.
For car rental companies like AVIS or Enterprise, renting their vehicles would require obtaining certain information from their clients. The reason for such is simple, they want to make that they have something to refer to in case their vehicles gets damaged or stolen while it’s out on rent. A car rental form is an essential document that a client needs to fill up before they can proceed to rent a car from rental companies. To learn more about this let us discuss this further below. If you need to start preparing this form, check out our free car rental form samples that can be downloaded on this page.
5+ Car Rental Form Samples
1. Sample Car Rental Contract
2. Car Rental Form Agreement
3. Car Rental Proposal Form
4. Enterprise Car Rental Form
5. Car Rental Vehicle Request Form
6. Car Rental Booking Form
What is a Car Rental Form?
Car rental companies want to protect their assets and they also want to make sure that their vehicles are in good hands. To do that clients are asked to complete a car rental form or a car rental agreement. This document is quite common and mandatory for those in the car rental business. When a client wants to rent a vehicle, it is important to take account of their details and let them know of the terms and conditions during the rental period. Without a proper form, rental companies would risk a lot of things that may lead to misunderstandings and even complaints. Also, this document will serve as a reference in case they need to check on something and would go on the client’s file.
How to Prepare a Car Rental Form
Over the years a lot of car rental companies have expanded their services not just renting out typical vehicles like sedans or SUVs. You can now even rent out an RV(recreational vehicle) or moving trucks and vans. Companies like Enterprise are now into dealerships as well. And dealing with car sales and rentals requires a number of documentation, which is why it is essential to prepare a car rental form for the client to fill in their details before renting out the vehicle. Now, there is no standard format for creating this rental form, you just need to include the following details below.
I. Customer Details
A mandatory requirement for any rental form is the customer’s details which include the name, address, contact number, driver’s license number, date of birth, and email address.
II. Rental Duration
It is required to encode the rental duration, specific dates should be written down. If the car rental company has a number of branches, the preferred pick up and drop off should also be indicated.
III. Vehicle Details
The car’s details should be specifically included in the document. This should include the plate number, the type of car, its brand, the model year, and its color. This is important so that the company will be able to keep track of their vehicles.
IV. Car Rental Rate
Computation of the daily, weekly rate, or whichever is applicable should be indicated in the form. As well as a portion to indicate the payment method used.
You can also opt to include details for the insurance such as the policy number, coverage and its expiration.
VI. Terms and Conditions
It is essential to include a section where the company would point out the terms and conditions regarding the rental services. Such as the terms of usage, the client’s responsibilities in regard to damages and injuries, and a clause that will regulate termination and cancellation.
The last section is where the client affixes his or her signature and the date of when the form was completed.
Why is a car rental contract essential?
Rental companies want to make sure that the client agrees and understood the terms and conditions written in the contract before they can proceed with the transaction.
What happens if you damage a car rental vehicle?
You are held liable if you damage a car rental vehicle, as long as you get premium insurance, the insurance company will be able to cover the expenses.
For how long can you rent a car?
You can rent a car for a day for up to six months. Some companies may offer until a year, but this would depend in their terms.
A car rental form is necessary before a company can rent out its vehicles to its client. This document takes note of all the details and more importantly the terms and conditions in regard to the rental transaction. To make it easier for you to prepare one, download our free templates now!
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