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Property & rentals 2 signers 3 pages 29 blanks to fill in

Private Car Rental Agreement Template

Rent your car to a friend, neighbour or customer with the drivers, mileage, insurance, damage and fines agreed and signed before you hand over the keys.

Use This Template — Free See the Agreement Signers don’t need an account
Private car rental agreement
The blanks in brackets are what you fill in. VergeHR adds each signer’s signature and date boxes.
Private car rental agreement — page 1 of 3
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Private car rental agreement — page 2 of 3
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Private car rental agreement — page 3 of 3
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Use This Template Fill in the blanks, name who signs, and send — from VergeHR eSignature.

What is a private car rental agreement?

A private car rental agreement is for when someone rents your own car directly — a neighbour who needs a second car for a week, a visiting relative, a colleague between cars, or a small operator renting a couple of vehicles. Without paperwork, it's easy to disagree afterwards about a scratch, a speeding ticket or who pays the insurance excess.

The template covers the car and its condition at handover, the rental period and place, approved drivers with licence details and an optional minimum age, the fee, mileage allowance and extra-mileage charge, fuel or charge level, a security deposit, insurance (the owner's policy or the renter's own) with an excess or deductible, rules on use (no paid rides, deliveries, towing, racing or impaired driving), what to do after an accident or breakdown, fines, tolls and congestion charges, damage, late return and liability.

Best for
Renting your own car privately to someone you know or a direct customer
Signed by
The owner and the main driver (the renter)
Insurance
Owner's policy covers the renter, or the renter insures the car
Length
3 pages, initialled on every page

When to Use a private car rental agreement

  • Renting your second car to a neighbour or relative for a week
  • Renting your car to a friend for a fee while theirs is being repaired
  • A visiting family member renting a car for the holidays
  • A small business renting out one or two vehicles directly
  • Renting a car to a colleague for a road trip

What You Fill In

29 blanks, then the name and email of each person who signs: owner, renter.

1 The parties

  • Owner*
  • Owner phone*
  • Renter's full name*
  • Renter's home address*
  • Renter phone

2 Drivers

  • Renter's driving licence number and issuing country or state*
  • Other approved drivers (name and licence number)
  • Minimum driver age

3 The car

  • Make, model, year and colour*
  • Registration (licence plate)*
  • VIN
  • Odometer at handover
  • Fuel or charge at handover* full · three-quarters · half · a quarter
  • Condition at handover*

4 Rental period

  • Pick-up date*
  • Pick-up time*
  • Return date*
  • Return time*
  • Pick-up and return place*
  • Where the car may be driven

5 Fees

  • Currency*
  • Rental fee*
  • Fee is* per day · per week · for the whole rental
  • Mileage allowance
  • Charge per extra mile or km
  • Security deposit

6 Insurance

  • Insurance* The Owner's insurance covers the Renter · The Renter's own insurance covers the car
  • Renter pays the first (insurance excess / deductible)

7 Other terms

  • Governing law*

8 Who signs

  • Owner signature and date, initials on every page · The registered owner (or keeper) of the car.
  • Renter signature and date, initials on every page · The main driver renting the car.

What the private car rental agreement Covers

  1. The car
  2. Rental period
  3. Drivers
  4. Fees, mileage, fuel and deposit
  5. Insurance
  6. Use of the car
  7. Accidents, breakdowns, fines and tolls
  8. Damage, loss and return
  9. Liability
  10. General

Using the private car rental agreement, step by step

1 Describe the car and its condition

Enter the make, model, year, colour and plate, the odometer reading and fuel level. Note any existing scratches or dents, and take dated photos together at handover.

2 Set the dates and drivers

Enter pick-up and return dates, times and place, the renter's licence number, and any other approved drivers. Only listed drivers may drive. Add a minimum age if your insurer sets one.

3 Agree the money

Enter the fee per day, per week or for the whole rental, an optional mileage allowance and extra-mileage charge, and a security deposit.

4 Settle insurance, then send

Choose whether your policy covers the renter or the renter insures the car, and set the excess or deductible the renter pays. Then send it for signature before handing over the keys.

Tips Before You Send It

  • Many personal car insurance policies exclude renting the car out for money. Confirm in writing with your insurer before you rent — the template's insurance clause depends on it.
  • Check each driver's licence in person and keep a photo of it.
  • Photograph all four sides, the wheels, the interior, the odometer and the fuel gauge at pick-up and return.
  • Keep the rental agreement handy — you may need it to name the driver responsible for a fine.

Sign It Online In Minutes

  1. Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
  2. Name who signs. Tick “This is me” for your own part. VergeHR builds the PDF with every signature, date and initials box on the right line, and you can check or move anything before sending.
  3. Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in Files and emailed to everyone.
Use the private car rental agreement Template — It’s Free

Private car rental agreement: frequently asked questions

Who pays for parking tickets and speeding fines?

The renter pays all fines, tolls, congestion or emission-zone charges and towing costs incurred during the rental. Where the law allows, the owner may name the renter as the driver to the authority, or pay and recover the amount with proof.

What if the car is damaged?

The renter is responsible for loss or damage during the rental, other than wear and tear or a mechanical fault they didn't cause. If insurance covers it, the renter pays the excess or deductible, capped at the amount you set if you set one; if insurance won't pay because the rules were broken, the renter covers the full loss.

Can I rent my car out on my normal insurance?

Often not. Many personal policies don't cover renting the car out for money. The template has the owner confirm its insurance covers the renter, or requires the renter to insure the car — check with your insurer first.

Is a car rental agreement signed online valid?

In most countries, including the US (ESIGN Act and UETA), the UK, the EU (eIDAS) and Canada, an electronic signature is generally valid for an ordinary contract like this one. VergeHR keeps an audit trail and a Certificate of Completion with the signed PDF.

Is this template free?

Yes. The template is free to use with the eSignature app in VergeHR, and the renter doesn't need a VergeHR login to sign.

Use This Template — Free