Free Car Rental Group Booking Contract Template
Car Rental Group Booking Contract
Parties to the Contract
This Car Rental Group Booking Contract ("Contract") is entered into between:
[Your Company Name]
[Your Company Address]
[Your Company Email]
[Your Company Number]
[Your Company Website]
[Your Company Social Media]
and
[Group Booking Party]
[Contact Person's Name]
[Contact Person's Address]
[Contact Person's Email]
[Contact Person's Phone Number]
Agreement Overview
This Contract outlines the terms and conditions under which the group booking party ("Customer") agrees to rent vehicles from [Your Company Name]. By signing this Contract, the Customer acknowledges and agrees to abide by these terms and conditions.
1. Vehicle Rental Details
1.1 Vehicle Type: The Customer agrees to rent the following vehicle types from [Your Company Name]:
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5 x Full-Size Sedans (SDS Sedan)
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3 x SUVs (ADD SUV)
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2 x Minivans (XXX Minivan)
1.2 Rental Period: The rental period begins on [Month Day, Year], at [Time] and ends on [Month Day, Year], at [Time] PM.
1.3 Pick-Up/Drop-Off Locations: Vehicles will be picked up from [Your Company Name]’s downtown location at [Your Company Address], and returned to the same location. Any changes to these locations must be approved by [Your Company Name] in advance.
2. Rental Rates and Payment
2.1 Rental Rates: The total rental cost is $[0], inclusive of all taxes and fees.
2.2 Payment Terms: The Customer agrees to pay a deposit of $[0] upon signing this Contract. The remaining balance must be paid in full at least [0] days prior to the rental start date.
2.3 Payment Methods: [Your Company Name] accepts payment via credit card (Visa, MasterCard, American Express), bank transfer, and PayPal. Payments must be made in USD.
3. Responsibilities of [Your Company Name]
3.1 Vehicle Condition
[Your Company Name] agrees to provide well-maintained vehicles that comply with safety and regulatory standards. Each vehicle will undergo a thorough inspection prior to the rental period to ensure it is in optimal condition, including checks for fluid levels, tire pressure, brake functionality, and overall cleanliness. In the event of any mechanical issues arising during the rental period, [Your Car Rental Company Name] will provide a replacement vehicle at no additional cost to the Customer, subject to availability.
3.2 Insurance Coverage
The rental fee includes basic insurance coverage, which provides limited liability protection for personal injury and property damage. The coverage includes:
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Liability coverage up to $[0] per person for bodily injury and $[0] per accident.
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Property damage liability up to $[0].
Additional insurance options are available upon request and at the expense of the Customer, including:
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Collision Damage Waiver (CDW): Covers damage to the rental vehicle in case of an accident, reducing the Customer's financial responsibility.
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Personal Accident Insurance (PAI): Provides medical and death benefits to the driver and passengers in case of an accident.
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Supplemental Liability Insurance (SLI): Increases liability coverage limits.
The Customer is advised to review their personal auto insurance policy to determine if rental vehicles are covered and to consider purchasing additional insurance options for comprehensive protection.
3.3 Support
[Your Company Name] will provide 24/7 roadside assistance during the rental period to ensure the Customer's peace of mind. Roadside assistance includes, but is not limited to:
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Towing services in case of a breakdown.
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Battery jump-start services.
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Flat tire change assistance.
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Lockout services if keys are accidentally locked inside the vehicle.
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Fuel delivery in case the vehicle runs out of gas (Customer is responsible for the cost of fuel).
The Customer can contact [Your Company Name]’s roadside assistance hotline at [000-0000] for immediate support. Our team is dedicated to providing prompt and efficient assistance to minimize any inconvenience during the rental period.
4. Responsibilities of the Customer
4.1 Driver Requirements: The Customer agrees that all drivers must be at least [0] years old and hold a valid driver's license. All drivers must be listed on the rental agreement.
4.2 Use of Vehicle: The Customer agrees to use the vehicles for lawful purposes only and in accordance with the terms and conditions outlined in this Contract. Vehicles must not be used for off-road driving, towing, or any form of racing.
4.3 Vehicle Maintenance: The Customer agrees to take reasonable care of the vehicles, ensuring they are kept clean and free from damage. Any mechanical issues must be reported to [Your Company Name] immediately.
4.4 Fuel Policy: Vehicles must be returned with the same level of fuel as when picked up. If the vehicles are returned with less fuel, a refueling charge of $[0] per gallon will apply.
4.5 Prohibited Substances: Smoking and transportation of illegal substances are strictly prohibited in the vehicles. A cleaning fee of $[0] will be charged if this policy is violated.
4.6 Traffic Violations: The Customer is responsible for any traffic violations, parking tickets, and other fines incurred during the rental period.
5. Cancellations and Modifications
5.1 Cancellation Policy: Cancellations made at least [0] days prior to the rental start date will receive a full refund of the deposit. Cancellations made within 14 days of the rental start date will incur a cancellation fee equal to [0]% of the total rental cost ($0).
5.2 Modification Policy: The Customer may request changes to the booking, such as adjusting the rental period or vehicle type, by contacting [Your Company Name] at least [0] days in advance. Approval of changes is subject to vehicle availability and may incur additional charges based on the new rental rates and terms. Changes requested within [0] days of the rental start date may not be accommodated or may incur penalty fees.
6. Liability and Insurance
6.1 Damage and Loss: The Customer is responsible for any damage to or loss of the vehicles during the rental period, excluding normal wear and tear. [Your Company Name] will conduct a thorough inspection of each vehicle before and after the rental period to document any pre-existing damage. The Customer agrees to return the vehicles in the same condition as received, aside from normal wear and tear. If damage or loss occurs, [Your Company Name] will assess the damage based on industry standards and determine the cost of repairs or replacement. The Customer will be notified of the assessment and billed accordingly.
6.2 Insurance Options: The rental fee includes basic insurance coverage, which typically includes:
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Liability coverage up to $[0] per person for bodily injury and $[0] per accident.
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Property damage liability up to $[0].
Additional insurance options are available for purchase to enhance coverage, such as:
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Collision Damage Waiver (CDW): Provides coverage for damage to the rental vehicle in case of an accident, reducing the Customer's financial responsibility.
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Theft Protection: Covers the cost of the vehicle if stolen during the rental period, subject to certain conditions and deductibles.
Customers are encouraged to review their personal auto insurance policies to determine coverage for rental vehicles. Opting for additional insurance options can provide comprehensive protection against unforeseen circumstances.
6.3 Accidents: In the event of an accident, the Customer must immediately notify [Your Company Name] and local authorities. The Customer must provide a police report and cooperate fully with any investigations or insurance claims processes initiated by [Your Company Name]. Failure to comply may result in the Customer assuming full liability for damages and costs associated with the accident.
7. Indemnification
The Customer agrees to indemnify and hold harmless [Your Company Name], its employees, and agents from any claims, damages, losses, or expenses arising from the Customer's use of the vehicles.
8. Termination of Contract
8.1 Breach of Contract: [Your Company Name] reserves the right to terminate this Contract if the Customer breaches any terms and conditions outlined herein. In such cases, no refund will be provided, and the Customer must return the vehicles immediately.
8.2 Force Majeure: Neither party shall be liable for any failure or delay in performance due to circumstances beyond their control, including but not limited to natural disasters, government actions, and labor strikes.
9. Governing Law and Dispute Resolution
9.1 Governing Law: This Contract shall be governed by and construed in accordance with the laws of the state of [Name].
9.2 Dispute Resolution: Any disputes arising out of or in connection with this Contract shall be resolved through negotiation. If a resolution cannot be reached, the parties agree to submit to mediation before pursuing any legal action.
10. Miscellaneous Provisions
10.1 Entire Agreement: This Contract constitutes the entire agreement between the parties and supersedes all prior agreements, understandings, and negotiations.
10.2 Amendments: Any amendments to this Contract must be made in writing and signed by both parties.
10.3 Severability: If any provision of this Contract is deemed invalid or unenforceable, the remaining provisions shall remain in full force and effect.
10.4 Waiver: The failure of either party to enforce any provision of this Contract shall not be construed as a waiver of that provision or any other provision.
10.5 Notices: Any notices required or permitted under this Contract shall be in writing and sent to the addresses specified at the beginning of this Contract.
Signatures
By signing below, both parties acknowledge that they have read, understood, and agree to the terms and conditions of this Car Rental Group Booking Contract.
[Your Company Name]
[Your Name]
[Title]
[Month Day, Year]
[Group Booking Party]
[Full Name]
[Title]
[Month Day, Year]
