Long-term self-drive rental contract: 10 clauses to read carefully

A long-term self-drive rental contract decides what you pay and what you are responsible for over the coming months. One vague clause on mileage, insurance or the deposit can turn into a dispute when you return the car. Here are 10 clauses worth reading closely, with the questions to ask before you sign.

1. Term, extension and early return

The contract should state pick-up and return dates and times, and how extensions and early returns are handled. Ask how much notice an extension needs and how unused rental is treated if you return early. If your project may run longer, prefer a contract that extends month by month.

2. Mileage allowance and excess charges

Check the monthly allowance, the price per extra kilometre and how mileage is recorded (normally the odometer at pick-up and return). Photograph the odometer at both handovers.

3. Insurance and liability in an accident

• Which insurance the car carries (compulsory, comprehensive).
• What the renter pays after a collision: excess, costs outside insurance, downtime.
• When insurance does not pay, for example drink-driving or an unlisted driver.
• How to report an incident: whom to call, what to photograph, whether a police report is needed.

4. Servicing and replacement car

Who pays for scheduled servicing, who takes the car in, and whether a replacement is provided, and how fast, when the car breaks down through no fault of yours.

5. Traffic camera fines

Violations may be notified after you return the car. The contract should say how they are communicated and settled. See camera fines and rental cars.

6. Deposit and refund

Amount, method, refund timing and allowable deductions (excess mileage, missing fuel, damage, fines). Deductions should be backed by evidence such as photos or repair invoices.

7. Handover form and condition

The handover form proves the car's starting condition: existing marks, mileage, fuel or battery level, accessories (spare tyre, tool kit, ETC tag). Film a short walk-around and keep it until your deposit is back.

8. Authorised drivers and permitted use

Usually only drivers named in the contract may drive. Add a spouse or colleague at the start. Some contracts restrict use, such as no paid passenger transport or no cross-border trips.

9. Fuel, tolls and cleaning

The common rule is same-level fuel in and out; for EVs, an agreed battery level. Ask how ETC tolls are reconciled and what cleanliness standard applies.

10. Disputes and invoicing

A good contract explains how disagreements are handled. See our complaints and disputes policy. Renting for a company? We issue 8% VAT invoices.

How contracts work at CarRentalVietnam.vn

Each contract is drafted in detail for the agreed car, term and price, sent to you to read first and signed by both parties. If anything is unclear, ask before signing and we will explain with concrete examples. See packages on monthly car rental. Prices in the quick-quote form already include a 10% discount.

Quick pre-signing checklist

1. Term, extension and early return are clear.
2. Mileage allowance and excess rate are clear.
3. You know your liability in an accident.
4. You know who services the car and whether a replacement is provided.
5. You know how fines are handled.
6. Deposit, refund timing and deductions are clear.
7. Handover form has photos, mileage and fuel.
8. All drivers are named.
9. Fuel, toll and cleaning rules are clear.
10. Invoicing is agreed if renting for a company.

FAQ

Can I read the contract before signing?

Yes. It is sent to you first; both parties sign once agreed.

Can I add a second driver?

Yes, if they hold a valid licence and are named in the contract.

When is my deposit refunded?

At the time stated in the contract, after checking the car's condition, mileage and any extra charges.