Vehicle handover form.
Free template, PDF and Word.
A template for handing a rental vehicle over to the customer: who took what, and in what condition. With fields for mileage and fuel, an accessories checklist and space for existing damage. PDF to print, Word to edit.
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.
HANDOVER PROTOCOL — VEHICLE HANDOVER
Lessor: __________________________________, __________________________________
Renter: __________________________________, __________________________________
Renter's contact: ________________
ID document no.: ________________, driving licence no.: ________________
Vehicle: __________________________________ (________________), registration plate ________________
Rental period: from ________________ to ________________
CONDITION AT HANDOVER
The odometer reading, fuel level and the checked list of accessories are recorded below in this protocol; the photographs taken form an annex to it.
Damage and other findings noted at handover:
By signing, the Renter confirms taking over the Vehicle in the condition recorded in this protocol and having been instructed in its operation. This protocol, together with the photographs and the list of accessories, serves as the basis for assessing the condition of the Vehicle on its return; any defects discovered later will be assessed in light of all the circumstances.
Vehicle condition
Accessories
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
Fill it in at the vehicle, not in the office
The form is only worth something if the renter signs it with the vehicle in front of them. Walk around it together and write damage down as you go.
Describe damage so it can be found again
"Scratch" is not enough. Note where, how big and on which side: "left wing, scratch about 10 cm above the wheel arch".
Take photos and record how many
All sides, the interior, the odometer and every noted defect on its own. Write the number of photos on the form — they are its annex.
Tick accessories off one by one
Keys, documents, spare wheel, straps, plug adapter. What is not on the list at handover cannot be claimed back at return.
Questions
Straight answers.
Why do I need a handover form if I have an agreement?
The agreement says what applies. The form proves the condition in which the vehicle left your yard — without it you cannot show that damage happened during the rental.
Which photos belong to a handover?
All four sides, the interior and the odometer, plus every existing defect on its own. What matters is that the photos show when they were taken.
Does the template work for trailers and machinery?
Yes. Strike out mileage and fuel for a trailer; for a machine, use the same line for the hour meter reading. The accessories checklist and the damage description apply to everything.
What if the renter refuses to sign?
Then do not hand the vehicle over. The signature confirms the renter has seen the condition and agrees with it — without it you only have your own notes.
From the blog
Read more
The handover form on your phone, out in the yard.
In Flotello you tick off accessories, photograph the vehicle and the customer signs with a finger. Photos carry a timestamp and the finished PDF is saved with the rental.
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