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Car & van hire

Vehicle Hire Check-in template

Compare the returning vehicle with its check-out record using mileage, fuel and condition notes. UK hire teams can record new damage and the customer’s signature without treating every mark as an agreed charge.

Blank printable PDF: Classic style with the JobForms badge. No sign-up needed.

What's on this sheet

JobForms

Vehicle Hire Check-in

Blank sheet
Job ref: __________

Return

Date

Date

Time returned

Time

Customer name

Short answer

Hire agreement no.

Short answer

Vehicle

Registration

Short answer

Vehicle / key tag (scan or type)

Barcode / QR scan

Vehicle / key tag (scan or type)

Make and model

Short answer

Mileage

Reading · miles

Fuel / charge level returned

Slider 0–100 · %

Damage

Mark damage using these views

Reference image

Mark damage using these views

Any new damage?

Choose one

□ No□ Yes

Where and what (e.g. scratch, rear bumper, left side)

Notes

Photos – all four sides, plus close-ups of any damage

Photos · capture stamps

Photos – all four sides, plus close-ups of any damage

Condition

Cleanliness inside

Rating 1–5

Returned

Yes / No / N/A · notes on No

All keys returned□ Yes　□ No　□ N/A
Equipment returned□ Yes　□ No　□ N/A
No warning lights on□ Yes　□ No　□ N/A
No smoking or pet odour□ Yes　□ No　□ N/A

Charges to discuss (fuel, cleaning, damage)

Notes

Sign off

Staff name

Short answer

Staff signature

Signature

Staff signature

Customer name

Short answer

Customer signature

Signature

Customer signature

Classic printable sheet · Powered by JobForms

Who uses it

Car & van hire teams and UK businesses keeping a clear visit or check record. Return mileage, fuel and condition compared with check-out, with customer signature.

Explore this industry’s forms

Common questions

Is this car & van hire sheet a certificate?

Keep it alongside your hire agreement and explain any condition differences. A customer signature is not automatically acceptance of liability or charges.

Can I print it or fill it on my phone?

Download the blank Classic PDF without signing up, or fill a copy in guest mode on your phone. Photos and signatures are available when filling digitally.

What is included on the Free plan?

Free includes Classic PDFs with the JobForms badge, up to 3 custom templates, 20 jobs per calendar month and 1 shared form. Other PDF styles and custom PDF branding are paid features.

Related templates

Vehicle Hire Check-out

Mileage, fuel, damage photos and customer signature before the vehicle leaves.

Hire Vehicle Daily Walk-around Check

Daily driver or yard check of tyres, lights, fluids and bodywork before use.

Hire Damage & Charges Record

Damage found on return, repair estimate and customer acknowledgement.