Vehicle Hire and Loan Record
Settle the awkward conversation before it happens, by recording the odometer, the fuel and the condition with both people present at handover and return.
GF-10 1 page
Garage and vehicle workshop · GV-06
Courtesy Car Loan Record
A free printable courtesy car form — driver details, licence seen, mileage and fuel out and back, existing damage, the terms agreed and signatures both ways.
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2 pages. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Stop the courtesy car being the part of the job that costs the garage money, by getting the damage, the fuel and the terms on paper before the keys go.
Who it is for
Garages and bodyshops that lend a car while a customer's is in, and small hire operations doing the same on a handshake.
How to use it
- Fill in the customer, the licence seen and the excess agreed from your insurer's terms.
- Walk round the car with the customer and list every existing mark before it goes.
- Record mileage, fuel and keys on the way out; sign together.
- On return, do the same walk round, note anything new and settle fuel and charges.
- Sign again, and keep the sheet with the job card.
What is on the sheet
2 pages, in this order:
Page 1
Printed under the title: One loan of a courtesy car on two sides: the agreement and the existing damage before the keys go, then the out-and-back record and what was found on return.
Your insurer's terms, written in. What the customer is liable for, the excess on the courtesy car's policy and who may drive it are set by your insurer and the rules where you are — write them into the agreed-terms block rather than relying on this sheet to say them. Get the signature before the car leaves.
Write-on lines: Courtesy car reg · Make / model / colour · Customer's vehicle reg · Job card · Customer name · Phone · Address · Licence seen — no. / expiry · Other named driver · ID checked · Excess agreed
Agreed terms — tick as explained and agreed — the figures come from your insurer
- Only the named driver(s) above will drive the car
- Fuel to be returned at the level it went out with, or the difference charged as agreed
- Excess and liability for damage explained and written in above
- Who pays fines, tolls and charges incurred during the loan — agreed and noted
- Return date and time agreed, and what happens if the repair overruns
Existing damage before it goes out — walk round with the customer — so it is not argued over on the way back
Table, 4 rows: Panel / area · Damage · Marked on diagram? · Customer initials
Page 2
Out and back — walk round the car with the customer both times
Table, 2 rows: Date / time · Mileage · Fuel level · Lights & tyres · Interior · Keys / docs · By
New damage found on return — anything not on the list overleaf
Table, 8 rows: Panel / area · Damage · Customer agrees? · Charge agreed · Initials
Settled on return — fill in with the customer present
Write-on lines: Fuel difference · Charges agreed · Keys and documents returned · Customer's own car handed back
Signature strip: Customer — out · Customer — back · For the garage
Ruled lines: Notes
Questions
Why does the sheet not print the terms of the loan?
Because they are your insurer's terms and the rules where you are, which differ between garages and countries. The sheet gives you the checklist to go through with the customer and blanks for the figures that matter.
Can the customer's partner drive it?
Only if your insurance says so — the sheet has a space for a second named driver so that decision is written down, not assumed.
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