The rental agreement is the part of a trailer rental that nobody reads until something goes wrong. Write it in plain language, get it signed online before the customer arrives, and store it with the booking so it is there when you need it. This is not legal advice; have a lawyer review your final wording for your province or state.
Parties, unit and dates
Name the business, the customer and the driver if different, the specific unit (make, model, plate, VIN or your unit number), the pickup and return dates and times, and the return location.
Driver and tow vehicle
Record the driver's licence number and expiry, and the tow vehicle: make, model, plate, hitch class and ball size. Confirm the vehicle is rated to tow the loaded trailer. Many disputes start with the wrong ball size at pickup; asking at booking time avoids the wasted trip.
Towing responsibility
State that the customer is responsible for hitching, loading within the rated capacity, securing the load, checking lights and tires, and driving within the law. State that the trailer must not be sublet or towed by anyone other than the named driver.
Insurance
Say which insurance applies. Common models:
- The customer's auto policy covers the trailer while towed (check that it does in your jurisdiction)
- The business offers a damage waiver as an add-on at checkout
- A minimum deductible the customer is responsible for
Put the deductible and the waiver price in the agreement and at checkout.
Deposit, damage and loss
State the deposit or hold amount, when it is released, and what it covers. List what counts as damage, that the customer pays the repair cost up to the deductible, and the replacement value if the trailer is lost or stolen. Photographs at pickup and return are the evidence; say that both parties may take them.
Late return and extension
State the return window, the daily late fee, and how to extend (a call or a message before the return time, subject to availability). A late return that blocks the next booking is where the late fee earns its place.
Travel limits and use
State whether the trailer may leave the province or country, whether it may be used commercially, and any excluded uses (hazardous materials, livestock in a non-livestock trailer, off-road).
Breakdowns and roadside
Say what the customer should do if a tire fails or a light stops working, who pays for a roadside repair, and how to reach you.
Signing it online
The agreement should be signed from a phone before pickup, with the driver's details captured in the same flow, and the signed copy attached to the booking. Walk-up customers sign on a tablet at the counter. In Share Marketplace the agreement template lives with the store, is sent automatically after booking, and the signed document is stored on the booking with the pickup photos.
Checklist
- Unit, dates, driver, tow vehicle and hitch details
- Towing responsibility and load limits
- Insurance model and deductible; damage waiver if offered
- Deposit, damage, loss and replacement value
- Late fee, extensions, travel limits, excluded uses
- Signed online before pickup, stored with the booking
The trailer and vehicle rental software page shows e-signed agreements in Share, and deposits and holds covers the money side.