A well-drafted rental contract saves you the argument on the day a customer returns a broken board or doesn't return the bike. It doesn't need to be long: it has to make clear what is being rented, in what condition, until when, what happens if it breaks and who pays.
This template is for guidance only. Adapt it to your business and review it with your adviser, especially where insurance and data protection are concerned.
The clauses that matter
- Parties: your company (name, tax ID (CIF), address) and the customer (name, ID document, phone number).
- Subject: the specific equipment, with serial number or reference and size.
- Duration: date and time of handover and of return.
- Price and deposit: rental amount, payment method and deposit (or card pre-authorisation).
- Condition of the equipment: it is handed over inspected and in good condition; the customer checks it on pick-up.
- Use: proper use; lending or subletting it is prohibited.
- Damage, loss and theft: what the customer pays in each case (a table of amounts or replacement value) and whether there is insurance.
- Late return: what is charged per day of delay.
- Cancellation: your policy (for example, free up to 24 or 48 hours before).
- Data protection: what you use their data for and how they can exercise their rights.
- Signature of both parties.
Template
SPORTS EQUIPMENT RENTAL CONTRACT
In [town], on [date].
Of the one part, [company name], with tax ID (CIF) [CIF] and registered address at [address] (hereinafter, "the Shop"). Of the other part, Mr/Ms [name], with ID document [ID card/passport] and phone number [phone] (hereinafter, "the Customer").
1. Subject. The Shop rents the following equipment to the Customer: [description, reference/serial no. and size].
2. Duration. From [date and time of handover] until [date and time of return], at [place of return].
3. Price and deposit. The rental price is €[amount], which the Customer pays [online / in the shop]. A deposit of €[amount] is paid [in cash / by card pre-authorisation], which will be returned when the equipment is received in the agreed condition.
4. Condition and use. The equipment is handed over inspected and in good condition, which the Customer checks and accepts on pick-up. The Customer undertakes to use it properly, not to lend or sublet it, and to return it in the same condition, except for normal wear and tear.
5. Damage, loss and theft. Damage caused by misuse, loss or theft will be charged to the Customer according to the attached table of amounts [or: at the replacement value of the equipment], unless the Customer has taken out the equipment insurance offered by the Shop. In the event of theft, the Customer must provide the police report.
6. Late return. Each day of delay in returning the equipment will be charged at €[amount] per day.
7. Cancellation. [Your policy: for example, free cancellation up to 24 hours before the start.]
8. Data protection. The Customer's data is processed to manage this rental. The Customer may exercise their rights of access, rectification and erasure by writing to [email].
In witness whereof, both parties sign.
The Shop: ____________________ The Customer: ____________________
Paperless: signed online when booking
If you work with Caranva, the contract is signed online at the time of booking, with the customer and equipment details already filled in, and you keep it in your dashboard. No paperwork at the counter and no queues on Saturday morning. It's explained in digital contracts, and the card deposit in payments and deposits.
Do you run a rental shop or school? Send me your rates (a photo of your price list is fine) at caranvasports@gmail.com and I'll have it set up for you in 48 hours, with no monthly fee: just 15% of the bookings we bring you. More at caranva.app/para-tiendas.
— Jaime, founder of Caranva
