Vehicle return form.
Free template to download.
A template for taking a rental vehicle back: condition at return, differences against the handover and the basis for settling the deposit. Built so you can lay it next to the handover form and compare line by line.
Free, no sign-up · PDF to print, Word to edit
This template is a general aid, not legal advice. Read it in full before use and adapt it to your business.
Template text
The full wording of the document
Lines mark the places you fill in by hand or in Word. The downloaded file contains exactly this text.
RETURN PROTOCOL — VEHICLE RETURN
Lessor: __________________________________, __________________________________
Renter: __________________________________, __________________________________
Vehicle: __________________________________ (________________), registration plate ________________
Rental period: from ________________ to ________________
CONDITION AT RETURN
The odometer reading, fuel level and the checked list of accessories are recorded below; the photographs taken form an annex to this protocol. Differences from the condition at handover (distance driven, fuel difference, missing accessories) are summarised in the Differences section and serve as the basis for any drawing on the security deposit.
Damage and other findings noted at return:
By signing, both parties confirm the condition of the Vehicle at return as recorded in this protocol.
Vehicle condition
Accessories
Differences from handover
Photo documentation
Signed on ________________
Free, no sign-up · PDF to print, Word to edit
How to use it
What matters when you fill it in
Have the handover form to hand
A return is a comparison. Without the handover form you cannot tell whether a scratch is new or how far the renter has driven.
Record differences straight away, with the renter
Distance driven, fuel difference, missing accessories, new damage. What you both sign on the spot does not turn into a dispute later.
State deductions as an amount and a reason
Deduct only specific, documented claims. "Damage" is not enough — write what, how much, and what the amount is based on.
Photograph new damage from the same angle
A return photo next to the handover photo is the strongest evidence a rental business has.
Questions
Straight answers.
Do I need a return form when everything is fine?
Yes. A clean form protects both sides: the renter has proof of a proper return, and you have a closed rental with a date and a signature.
What if I find damage after the renter has left?
It is harder, but not hopeless. What counts is whether photos and circumstances show the damage could only have happened during the rental. That is why it pays to inspect the vehicle immediately and together with the renter.
Can I keep whatever I like from the deposit?
No. Only actual, documented claims — damage, missing accessories, unpaid rent. A blanket forfeiture of the deposit is unlikely to stand against a consumer.
From the blog
Read more
Differences against handover, worked out for you.
In Flotello the return compares mileage, fuel and accessories with the handover on its own, and the differences become the basis for settling the deposit.
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