Loaner Car Agreement and Schedule Tracker
Turns the owner's notes about each loaner or rental car into a clear agreement summary for the customer to sign, a tracker showing which car is out, who has it, and when it is due back, and a list of what still needs to be done.
Before and after
Loaner agreement summary: Damian Choi
Fallowbank Auto Repair, 4993 Emberbank St, Cloverbank. Shop phone 206-555-0110.
- Customer vehicle in for repair: blue 2008 Toyota Sienna
- Loaner: tan 2008 Ford Expedition
- Out: Monday, March 3, about 9:00 am. Odometer out: 98,455. Fuel out: full.
- Due back: Thursday, March 6, by 5:00 pm
- Driver: Damian Choi only. No additional drivers.
- Mileage: 100 miles per day. 3 days x 100 miles = 300 miles allowed. Maximum odometer at return: 98,455 + 300 = 98,755. Miles over the allowance are charged at $0.25 per mile.
- Fuel: return with the same fuel level it left with (full).
- License checked. Copy of insurance card on file.
Loaner agreement summary: Daphne Combs
Fallowbank Auto Repair, 4993 Emberbank St, Cloverbank. Shop phone 206-555-0110.
- Customer vehicle in for repair: gray 2008 Toyota 4Runner
- Loaner: green 2008 Ford Explorer
- Out: Wednesday, March 5, 10:30 am. Odometer out: 142,310. Fuel out: 3/4 tank.
- Due back: Friday, March 7, by 12:00 pm
- Driver: Daphne Combs only. No additional drivers.
- Mileage: 100 miles per day. 2 days x 100 miles = 200 miles allowed. Maximum odometer at return: 142,310 + 200 = 142,510. Miles over the allowance are charged at $0.25 per mile.
- Fuel: return with the same fuel level it left with (3/4 tank).
- License checked. Customer phone: 206-555-0111. Insurance proof not yet received.
Loaner tracker
| Due back | Customer | Loaner | Out | Odo out | Max odo | Fuel out | Open items |
|---|---|---|---|---|---|---|---|
| Thu Mar 6, 5:00 pm | Damian Choi | Tan 2008 Ford Expedition | Mon Mar 3, 9:00 am | 98,455 | 98,755 | Full | Customer phone, signed agreement |
| Fri Mar 7, 12:00 pm | Daphne Combs | Green 2008 Ford Explorer | Wed Mar 5, 10:30 am | 142,310 | 142,510 | 3/4 | Insurance proof, signed agreement |
Reminders
- Wednesday, March 5: Ask the technician whether the Sienna will be done Wednesday afternoon or Thursday, then call Damian Choi to confirm his return time. His phone number is not on file yet.
- Thursday, March 6: Call Daphne Combs at 206-555-0111 to confirm her return by noon Friday.
Return checklist (use for each loaner)
- Odometer in: ______ (compare to the max odometer above)
- Fuel level in: ______ (must match fuel out)
- Walk-around for new damage: ______
- Miles over allowance x $0.25: ______
- Customer signature and date: ______
Questions for the owner
- What is Damian Choi's phone number?
- Has Daphne Combs's insurance proof arrived? Please do not release the Explorer until you have it on file, if that is your shop's rule.
- What is your policy for a late return, and what happens if the customer wants to keep the car longer?
- What is your policy for damage, a deductible, or tickets and tolls while the car is out?
- Have both customers signed the agreement? Please have an attorney and your insurance agent review the final wording.
What it does
Turns the owner's notes about each loaner or rental car into a clear agreement summary for the customer to sign, a tracker showing which car is out, who has it, and when it is due back, and a list of what still needs to be done. Handles one loaner or several at once.
Use it when: Use when an auto repair shop lends a customer a loaner or rental car and needs an agreement summary, a return schedule, and a tracker, such as "loaner log," "set up a loaner for this customer," "who has our loaners," or "when is the loaner due back."