Car rental agreement template (free, English and Bahasa Melayu)

Last checked 5 October 2026

Every rental should have a signed agreement. It shows who had the car, when, in what condition, and what the renter agreed to pay for. Below is a blank template you can print and use today.

What the agreement must record

Who is renting: full name, IC or passport number, driving licence and a phone number you can reach.
Which car and when: plate number, pickup and return date and time.
The car at pickup: mileage, fuel level and photos of every side.
The money: rental, deposit and any other charges, and how the deposit comes back.
The rules: who may drive, late return, fuel, summons, damage and what the car may not be used for.
Both signatures, with the date.

How to use this template

Fill in your own amounts in the blanks: late charge per hour, mileage limit, deposit and insurance excess.
Change any term that does not match how you run your business. A lawyer can check it for you.
Print it, or save it as PDF, and give the renter a copy after you both sign.
Take photos of the car at pickup and keep them with the agreement.

How to handle the deposit →

Paper or online?

Paper works, but it is easy to lose, hard to read later and slow when the customer is not in front of you. With SmartDrive the customer signs on their own phone, and the agreement, IC, licence and pickup photos are saved to the booking.

Only the agreement is printed, without this page around it.

VEHICLE RENTAL AGREEMENT

Company name, registration and licence no.

Agreement no.

A. Renter

Full name

IC / passport no.

Driving licence no. and expiry

Phone

Address

Emergency contact (name, relationship, phone)

B. Vehicle and rental period

Car model

Plate no.

Pickup date and time

Return date and time

Pickup place

Mileage at pickup (km)

Fuel at pickup

C. Charges (RM)

Rental

Delivery / collection

Additional driver

Security deposit

Total paid

Payment method

D. Terms

Use and drivers. Only the renter and drivers named in this agreement may drive the car. The car may not be used for e-hailing, deliveries, racing, sub-renting or anything illegal.
Identity. The renter confirms that the IC, driving licence, phone number and details given are their own and true.
Late return. The car must be returned at the agreed time. Late return is charged at RM ____ per hour, and a full day's rental after ____ hours.
Fuel and mileage. The car must be returned with the same fuel level as at pickup. The mileage limit is ____ km per day; extra km are charged at RM ____ per km.
Damage, accident and theft. The renter pays for damage, loss or theft while the car is in their care, including towing and the insurance excess of RM ____. After an accident the renter tells the company at once and makes a police report within 24 hours.
Summons, tolls and parking. The renter pays every summons, compound, toll and parking charge dated within the rental period, even if it arrives after the car is returned.
Travel outside Malaysia. The car may not leave Malaysia without the company's written permission.
Deposit. The deposit is returned within ____ days after the car is returned, less any charges listed in writing to the renter.
Early return and cancellation. Unused days are not refunded unless the company agrees in writing.
Personal data. The renter agrees that the company keeps the details, copies of IC and driving licence, photos and signatures in this agreement for this rental, for claims and as the law requires.

E. Signatures

Renter

Signature

Name

Date

For the company