The rental contract is the document that protects both the agency and the customer. An incomplete contract means a disputed deposit, an excess that cannot be applied or a mileage that cannot be proven. Here is the checklist of what a car rental contract must contain, and how software like KriHani generates it from the file.
1. The parties
- The agency: company name, address, legal identifiers, and the company stamp on the document.
- The customer: full name, address, phone, number and expiry date of the ID card or passport.
- The driver(s): licence number, date of issue, and a copy of the licence attached to the file. If a second driver is allowed, they must appear on the contract.
2. The vehicle
- Make, model, registration, fuel, colour.
- Mileage at departure and fuel level at departure, recorded in front of the customer.
- Departure inspection: scratches, dents, tyres, accessories present (spare wheel, jack, triangle, vest).
3. Duration and locations
- Departure date and time, planned return date and time.
- Pick-up location and return location, with any delivery or one-way fees.
- Rule applied in case of late return.
4. Price and conditions
- Daily rate, number of days, options, total, advance received and balance to pay.
- Included mileage or unlimited mileage, and price per extra kilometre where applicable.
- Fuel policy: return at the same level, or missing fuel charged.
- Prohibited areas or uses, and a ban on leaving the country if it applies.
5. Deposit and excess
- Deposit amount, method (cash, cheque, card imprint) and conditions for its return.
- Excess applicable in case of damage, and what the vehicle insurance covers.
- Procedure in case of accident or breakdown: who to call, which documents to fill in.
6. The return
- Mileage and fuel at return, return inspection compared with the departure one.
- Possible charges: fuel, extra kilometres, damage, cleaning, late return.
- Decision on the deposit: returned, partially or fully retained, with supporting evidence.
How KriHani generates the contract
In KriHani the contract is not retyped. It is generated from the file: the customer and their documents, the vehicle and its mileage, the reservation and its price. The deposit is recorded at departure and tracked until it is returned or retained. The customer's and the vehicle's documents stay attached to the contract, and each vehicle's history keeps the trace of rentals, incidents and services.
Reservations, customers and contracts in KriHani · See pricing
