Corporate car rental contract: terms and documents to check

What should a corporate car rental contract include? For an admin or HR team, renting a car is not just about picking a model and a price. A late pickup for a partner, an unapproved extra charge or an invoice missing details can all cost time later. This checklist helps you read the contract and prepare the paperwork before signing, whether you rent per trip or by the month.

Two common contract types

Price terms: what is included

• With a driver: our price includes fuel and tolls for the agreed itinerary. Check that the itinerary in the contract matches the real plan.
• Self-drive: fuel, tolls and parking are paid by the renter; fuel level is recorded at handover and return.
• Tax: the quote should state whether VAT is included. VAT on our services is currently 8%.
• Discount: every quote currently gets 10% off; check the discounted figure on the final quote.

Changes and cancellations

1. Who may change the itinerary? Name one contact person on your side.
2. How are extras charged and who approves them? Overtime, extra km or extra stops should be confirmed in writing first.
3. How far ahead can you cancel or reschedule free of charge? The deadline should be a specific number of hours or days.

For airport pickups, drivers track the flight and there is no waiting fee for airport transfers, so a delayed flight does not create extra charges. See monthly chauffeured cars for companies.

Insurance and responsibility

The contract should state the insurance cover, who is responsible if the car breaks down, and how quickly a replacement is arranged. For self-drive, read the driver's liability for accidents, traffic camera fines and deposit deductions. Our dispute process is published on the complaints and dispute policy page.

Payment documents

• Company name, tax code, invoicing address and invoice email.
• A contract or booking confirmation signed by both parties.
• A trip list (date, route, vehicle) if you pay monthly.
• Bank details and payment terms.

Invoice requirements vary with each company's internal policy, so ask your accountant to confirm before signing.

Check the provider

• Legal entity: the company name and tax code on the contract match the invoice. See about us.
• Vehicle age: our fleet is 2022–2025; you can ask for the model and year to be written into the contract.
• Detailed contract: we send a detailed contract that both parties read and sign before the service starts.

Using a car almost every working day? A monthly rental makes costs predictable.

FAQ

Is VAT included?

The quote states it clearly. VAT is currently 8%.

Is there a contract signed by both sides?

Yes. We send a detailed contract and both parties sign it before the service.

Is there a waiting fee if a flight is delayed?

No. Drivers track the flight and airport transfers have no waiting fee.

Do companies get a discount?

All quotes currently get 10% off, including corporate bookings.

Clauses to read before signing

Check the monthly kilometre limit, overtime rates, driver hours, replacement car terms, fuel and toll handling, and the notice period to end the contract.

Agree who approves trips and how invoices are sent each month.

See rent or buy and monthly car with driver.

Quick answers

Is a VAT invoice available? Ask at booking.

Can we change the car mid-term? Ask about the terms.