car rental agreement sample free word
Letterhead of the organisation
Title of the project:…………………….
Code of the project………………………….
RENTAL CONTRACT (VEHICLE + DRIVER)
Signed at (country and location) on (date) ,
between
(name of the owner of the vehicle) passport No. …….……., hereinafter referred to as the Owner, and
(name of the organization ) represented by (name of the representative of the organization), passport No. …….……., hereinafter referred to as the Renter.
It is agreed as follows:
Article 1
a) The subject of the present Contract is the minibus/car/etc owned by:
(name of the owner) …….…….…….,
(address of the owner) ……. ……. …….
and having the following characteristics:
- Make…….…….…….…….
- Model: …….…….…….…….…….
- License number: ……. ……. …….
- ID# for tax purposes: …….…….…….…….
Article 2
a) This contract is signed for the period of …….……. months (from ……. to ……. )
b) At the end of this period both parties shall agree on the continuation or not of the rental agreement.
Article 3
a) The monthly rental rate shall be (figure and currency) (in letters and currency).
Article 4
a) The vehicle shall be accompanied by a driver appointed by the Owner:
- Name and surname of the driver: ……. ……. ……. …….
- Address of the driver: ……. ……. ……. ……. …….
- Driver’s license number: ……. ……. …….
- Issued on: ……. ……. …….
b) The driver shall respect road regulations strictly at all times, as well as the code of conduct of (name of the NGO). The Renter may demand from the Owner the the substitution of the driver should the latter fail to abide by said rules.
c) The Owner shall represent clearly to the driver that the Owner is the driver’s sole employer and that the driver is not an employee of (name of the NGO).
Article 5
a) The driver, under the direct responsibility of the Owner, shall be responsible for any and all material or bodily damage occurring to (name of the NGO) staff or to equipment in the vehicle, caused by a technical error on the part of the driver or by the state of the vehicle.
b) The Renter shall be responsible for any and all damages not covered by insurance and caused to the vehicle by the Renter’s employees.
Article 6
a) The Owner shall be responsible for any and all tax liabilities, either related to ownership of the vehicle or deriving from the rental contract, in accordance with the legislation of (name of the country in which the project is located).
b) The monthly rental fee shall include the driver’s salary, taxes and insurance related to the driver and driver’s license.
Article 7
a) The Renter shall not be responsible for any damages caused by third parties, violent public demonstration, or natural disaster.
b) The Owner shall repair immediately any and all damages caused under the circumstances under point a).
Article 8
a) The vehicle is to be delivered in good condition, and all documents relative to the vehicle shall be in order.
b) The Owner shall also ensure that the driver is in possession of all documents required by the laws of (name of the country in which the operation is carried out)
Article 9
a) The present contract shall be terminated:
1. By agreement of the parties.
2. At the end of the period stated in article 2 of the present contract.
3. By decision of either party, provided written notice is given 1 (ONE) MONTH in advance.
b) The contract shall be lawfully terminated and without any form of mutual compensation in case of: conflict, looting and all episodes of unrest or all cases producing a situation in which the security of (name of the organisation)’s mission in (name of the country) will be no longer guaranteed and will compel (name of the organisation) to suspend its activities temporarily or indefinitely or to leave the country.
Article 10
a) For all other cases not included in this agreement, the parties shall abide by the legislation of (name of the country in which the project is located).
Article 11
a) The parties consent to the resolution of disputes by mutual agreement. Should they fail to reach an agreement, disputes shall be settled in accordance with the legislation and the procedures of (country in which the project is implemented).
Article 12
a) The present Contract is made in four (4) copies, both in English and (language); the Owner and the Renter will each receive one copy in each language. In case of any conflict of interpretation, the valid version shall be the one in the English language.
Location and date
The Landlord The Renter
(Name and Surname)
(Name, Surname and position of the Organisation’s representative)
Annex I
Statement By Driver
Name and surname of the driver : ……. ……. ……. …….
Address of the driver: ……. ……. ……. ……. …….
Driver’s license number: ……. ……. …….
Issued on: ……. ……. …….
I the undersigned (Name and surname of the driver ) hereby state that I have been appointed by my employer, ( name of the employer), as the driver of the vehicle:
Make…….…….…….…….
Model: …….…….…….…….…….
License number: ……. ……. …….
ID# for tax purpose: …….…….…….…….
which the abovementioned employer has rented to (name of the NGO)
I hereby recognise that my sole employer shall be the abovementioned owner of the vehicle and that I will not in any way be an employee of (name of the NGO).
I will respect strictly at all times the road regulations in force in (country of operation) and also abide by the code of conduct of (name of the NGO).
Date and Place
Signature of the driver
……. ……. ……. ……. …….
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