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Vehicle rental agreement generator

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Legal noticeTemplate provided for information only, based on French rental practice and French law. It does not constitute legal advice. Have your standard agreement reviewed by a legal professional before regular commercial use.
The rental company
The renter
Anyone not named here is not covered.
The vehicle
Use our vehicle inspection template as a photo appendix.
Period and locations
Price and guarantees
Child seat, GPS, second driver…
Advance payment towards the price.
0 = unlimited mileage.

Tip: your browser offers "Save as PDF" as a print destination. Print two copies, one for each party.

Agreement preview

Vehicle rental agreement

Between the rental company and the renter named below - drawn up in two original copies

Article 1 - The parties

The rental company

Company name
Legal form / capital
SIRET / RCS
Address
Phone
Email
Represented by

The renter

Full name
Born on / in
Address
Phone
Email
Licence no.
Issued on / by
Additional driver

The renter declares that they hold a valid driving licence for the category of the rented vehicle, and that they have shown the rental company a valid identity document.

Article 2 - Rented vehicle

Type
Make and model
Registration number
First registered
Chassis number (VIN)
Fuel type
Mileage at pick-up
Fuel at pick-up

Visible condition at pick-up:

A joint inspection report is drawn up in the presence of both parties at pick-up and at return. It is attached to this agreement and forms an integral part of it. If the renter makes no written reservation when taking the vehicle, the vehicle is deemed to match the description above.

Article 3 - Rental period

Pick-up
Scheduled return
Duration
Pick-up location
Return location

The rental starts when the keys are handed over and ends when the vehicle is actually returned to the rental company. Any extension requires the rental company's prior written agreement. Otherwise, late return is charged at per hour or part of an hour, without prejudice to any damages. A delay of more than 48 hours without written agreement entitles the rental company to take any appropriate steps to recover the vehicle.

Article 4 - Price and payment terms

Price per day
Number of days
Rental subtotal
Options / extras
Total due
Deposit paid
Balance due
Payment method

All amounts include VAT. The balance is payable no later than the return of the vehicle. Charges identified after the return (missing fuel, extra kilometres, cleaning, damage, fines) are invoiced separately with supporting evidence.

Article 5 - Security deposit

Amount
Form

The security deposit is not a payment. It is refunded or released no later than 15 days after the vehicle is returned, less any sums owed under this agreement and justified in writing (inspection photos, quote, invoice, fine notice). Any amount withheld is notified to the renter with its reason and amount.

Article 6 - Mileage

Km included
Total included for the period
Extra km
Km at pick-up

Mileage is recorded jointly at pick-up and at return. Any tampering with the odometer results in a flat mileage charge matching the rental period and engages the renter's liability.

Article 7 - Fuel and charging

Policy applied: . The vehicle is handed over with the level stated in article 2 and must be returned at the same level. Otherwise, missing fuel is charged at per litre, plus a refuelling fee. For an electric vehicle, the same rule applies to the battery charge level.

Article 8 - Insurance and excess

Company
Policy number
Excess

The vehicle carries at least compulsory third-party liability insurance. In the event of a claim for which the renter is liable, the renter remains liable for the excess stated above, whatever the cost of repairs. Unless additional cover has been taken out, the following are not covered: damage to tyres, wheel rims, windscreen, underbody and interior, as well as lost keys and misfuelling.

Article 9 - Conditions of use

The renter undertakes to use the vehicle with reasonable care, in accordance with the highway code and its normal purpose. In particular, the renter must not:

  • sublet, lend, transfer or pledge the vehicle;
  • let a driver not named in article 1 drive it;
  • drive under the influence of alcohol, drugs or incompatible medication;
  • take part in any race, trial, driving lesson or sporting use;
  • carry dangerous or illegal goods, or more passengers than stated on the vehicle registration certificate;
  • tow or push another vehicle without written permission;
  • drive off roads open to public traffic;
  • smoke or carry an animal without prior agreement.

Authorised driving area: . Leaving this area requires the rental company's prior written agreement.

Article 10 - Maintenance, breakdown, accident and theft

The renter regularly checks fluid levels and tyre pressure. In the event of a breakdown, accident, theft or fire, the renter must: stop the vehicle and make it safe, inform the rental company immediately, report the matter to the police within 24 hours in the event of theft or vandalism, and send the rental company a complete and signed accident report form (constat amiable) within 5 working days. No repair may be carried out without the rental company's written agreement, except in a genuine safety emergency backed by an invoice.

Article 11 - Fines and traffic offences

The renter is solely responsible for offences committed during the rental period. The rental company designates the driver to the competent authority and charges a handling fee of per notice received, in addition to the amount of the fine.

Article 12 - Return

The vehicle is returned on the agreed date, at the agreed time and place, clean, with all its documents, keys and accessories. A joint return inspection report is drawn up in the presence of both parties. If the renter returns the vehicle in their absence or outside opening hours, the inspection report drawn up by the rental company is authoritative unless proven otherwise. If the vehicle is returned unusually dirty, a cleaning fee of applies.

Article 13 - Termination

The rental company may terminate the agreement automatically and take back the vehicle, without notice or compensation, in the event of a false declaration by the renter, non-payment, use contrary to article 9, or obvious danger to the vehicle or to others.

Article 14 - Personal data

The data collected in this agreement is processed by the rental company, as data controller, solely to perform the rental agreement, invoice it and handle any disputes. It is kept for as long as legal and accounting obligations require. The renter has the right of access, rectification, erasure, restriction, objection and portability, which they exercise with the rental company at the contact details in article 1, and the right to lodge a complaint with the CNIL (the French data protection authority).

Article 15 - Governing law and disputes

This agreement is governed by French law. In the event of a dispute, the parties will seek an amicable solution before taking any action. Where the renter is a consumer, they may use a consumer mediator free of charge. Failing agreement, the dispute is brought before the competent court.

Documents given to the renter: vehicle registration certificate (copy), insurance certificate, accident report form, vehicle handbook, signed pick-up inspection report.

Signed at , on , in two original copies, one for each party.

The rental company Signature preceded by the words "read and approved"
The renter Signature preceded by the words "read and approved"

Template provided for information only by Flotly, based on French rental practice - it does not constitute legal advice. Have your standard agreement reviewed by a legal professional.
Generated for free at flotly.io/en/outils/contrat-de-location - to generate this agreement automatically for every rental, with a time-stamped photo inspection and on-screen signature: flotly.io

Get this template and the 2 other tools by email

The agreement above is already usable, for free and without giving anything. If you want to find it again later, we will send you the links to all three tools (rental agreement, vehicle inspection, price calculator) in a single email.

How to draw up a vehicle rental agreement

  1. Identify both parties precisely. Company name, registration number and representative for the rental company; name, address, licence number and issue date for the renter. An agreement without usable identification is worthless in a dispute.
  2. Describe the vehicle and its condition. Registration number, VIN, mileage and fuel level at pick-up. The visible condition must be recorded jointly, that is in the renter's presence, and signed by them.
  3. Set the period and locations. Pick-up date and time, return date and time, return location. This is what triggers late return charges.
  4. Put a figure on everything that can be charged. Price per day, options, security deposit, insurance excess, included kilometres and price per extra km, fuel, cleaning, fine handling fee. An amount not written down before the rental is very hard to claim afterwards.
  5. Have both copies signed and give one to the renter, together with the pick-up inspection report.

What really protects a rental company in a dispute

The agreement sets the rules, but it is the evidence that settles the dispute. In almost every "that scratch was already there" case, what is missing is not a clause: it is a dated, signed photo that nobody disputes. A solid agreement therefore always comes with a photo inspection at pick-up and at return.

Vehicle inspection template →Vehicle diagram, damage grid, mileage and fuel readings, signatures. Car, van, two-wheeler, campervan. Rental price calculator →Floor price, recommended price and break-even point, based on your real cost of ownership.

Frequently asked questions

Is this vehicle rental agreement valid?

It is a generic template designed for vehicle rental between a professional rental company and a renter in France, based on French rental practice. It covers the usual headings of the sector. It does not replace a review by a legal professional, who will adapt the clauses to your business, your insurance and your customers (consumers or businesses). Never present it as "legally compliant": have it reviewed.

Is it really free? Do I need an account?

Yes, it is free and there is no account to create. Everything happens in your browser: the information you enter is not sent anywhere. Your email is optional and only asked for afterwards, if you want to receive the links to the tools.

How do I get a PDF?

Click "Print / save as PDF", then choose "Save as PDF" as the print destination (available in Chrome, Edge, Safari, Firefox, iOS and Android). The A4 layout is designed for printing.

What security deposit and excess should I ask for?

There is no legal amount. In short-term rental of light vehicles in France, market practice is often between €500 and €1,500 of security deposit, usually aligned with the excess in the insurance policy. What matters is that the amount is written in the agreement, that its form is stated (card pre-authorisation, cheque, bank transfer) and that any amount withheld is justified in writing.

Can I use it for a van, a scooter or a campervan?

Yes. The "vehicle type" field and the free description cover cars, vans, two-wheelers and campervans. For a campervan, add an inventory of the living area to article 2 (crockery, awning, tanks, gas): our vehicle inspection template includes that list.

Do I need a separate inspection report?

Yes, it is strongly recommended. The agreement describes the deal; the inspection report describes the vehicle at a precise moment. That second document, signed at pick-up and at return, is what serves as evidence if damage is disputed.