Articles on: Contracts & E-Sign

Build Your Rental Agreement in Fleetwire

📝 Build Your Rental Agreement in Fleetwire


Don't have a polished rental agreement PDF? Build one in Fleetwire instead. Pick a style, choose what each section shows, and paste in your own terms. Fleetwire lays it all out and turns it into an e-sign template, with the renter, vehicle, trip and charges filled in automatically for every booking.


🎯 Why Build It in Fleetwire?


  • No PDF needed: Start from nothing and get a clean, branded agreement in a few minutes.
  • Booking details fill themselves in: Renter name, license, vehicle, dates, rate and totals are added for each rental. Nothing to type per booking.
  • Your words, untouched: Your terms are printed exactly as you paste them. Fleetwire never writes, edits or rewrites them.
  • Ask what you need: Add your own sections and show answers from your checkout questions, like a flight number or how the renter heard about you.


Note: Fleetwire formats your terms but doesn't write or review them, and this isn't legal advice. Have a lawyer check your terms for your state.


✅ Before You Start


You'll need:



🛠 How to Build Your Agreement


Step 1: Start a New Agreement


  1. Go to Documents and open Templates.
  2. Click + Template.
  3. Choose Build one with Fleetwire.


Build an agreement, or upload a PDF you already have.


Step 2: Pick a Design


On the Design tab, choose how your agreement looks. The preview on the right updates as you go.


  • Style: Classic, Modern or Friendly.
  • Accent color: starts as your brand color.
  • Font, What you rent (cars, trailers, powersports, golf carts or equipment), and the Agreement title.
  • Show my logo: on or off.


Quick Tip: What you rent changes the vehicle labels to match. Equipment shows a serial number and hour meter instead of a VIN and plate, for example.


The Design tab, with a live preview of your agreement.


Step 3: Choose What Each Section Shows


The Sections tab lists everything that comes before your terms: Renter, Additional driver, Vehicle, Rental period, Charges, At a glance, and a check-out and check-in table.


  • Drag a section, or use the arrows, to change the order.
  • Use the switch to show or hide a section.
  • Click a section to customize it:
    • Rename the section, or any field, by typing over its name. Leave it blank to keep the default.
    • Lay it out in 1, 2 or 3 columns, and set how wide each field is.
    • Remove fields you don't need, like address or date of birth, with ×.
    • Click Add a field to bring back a field or add another one.
    • Reset to default puts a built-in section back the way it started.


Customizing the Renter section: three columns, with each field's width set.



Step 4: Add Your Own Sections (Optional)


  1. Click Add a section and give it a title, like Travel details.
  2. Click Add a field and search for what you want to show.


You can add any booking detail, plus answers to your checkout questions. Each one is filled in from what the renter entered when they booked.


Quick Tip: Want to ask renters something new, like how they heard about you? Add it as a question in Settings > Custom Fields and it shows up under Your checkout questions. A question marked Not asked isn't on your checkout yet, so its box would print empty.


Adding fields to a new Travel details section.



Step 5: Paste Your Terms


  1. Open the Terms tab.
  2. Paste your rental terms into the box, or click Use my checkout terms to start from the Terms & Conditions renters already accept at checkout.
  3. Choose 1 column or 2 columns, and Compact or Larger text.
  4. Optional: turn on Ask for the renter's initials on every page of terms.
  5. Optional: turn on Add a company signature, signed automatically when the renter finishes. A signing panel with your company name, signer, title and date is added next to the renter's, and your adopted company signature goes on when they finish. See Sign Rental Agreements as Your Company.


Fleetwire spots your structure as you paste:


  • A line starting with 1., 1.1 or (a) becomes a numbered clause.
  • A line in ALL CAPS, or wrapped in **double asterisks**, becomes a heading.
  • A line starting with - becomes a bullet.


Your terms laid out in two columns, with the signature block at the end.



Step 6: Save and Generate


  1. Tick These terms are mine.
  2. Click Save and generate.


In a few seconds your agreement is ready. Click Fine-tune fields if you want to nudge any box on the page.


Your agreement is ready to use.



Step 7: Start Sending It


Attach the new agreement to your listings, or set it as a branch's default, just like an uploaded one. See What is Automatic eSign?.


👀 What Your Renter Sees


A clean agreement in your colors, with their name, license, vehicle, dates and charges already filled in. They read your terms, add their initials if you asked for them, and sign. If they booked with an additional driver and your agreement shows the additional driver's details, that driver signs too. If you added a company signature, its box tells them your company signs when they finish, and it does.


❓ Good to Know


Will Fleetwire change my terms?
No. Your terms print word for word. If anything would come out different from what you pasted, or would be cut off at the edge of a page, Fleetwire won't save the agreement and tells you why.


How do I change my agreement later?
In Templates, click the palette icon next to the agreement (Edit design & terms), make your changes, and click Save and rebuild.


What happens to agreements I've already sent?
They keep the version the renter got. Only new agreements use your changes.


Warning: Rebuilding replaces any boxes you moved in Fine-tune fields. Make design changes first, then fine-tune.


How is the rate shown?
The way the listing is priced: per hour, day, week or month (like $89.00 / day), a flat price, or Tiered pricing. The Rental line shows how long the rental is and what it costs.


What if my checkout verifies the renter's ID?
If you remove the license fields, the builder reminds you that the agreement won't show the license details checkout verified.


Is there a limit to sections or fields?
Up to 12 sections, 12 fields in a section, and 60 fields in total, so everything stays readable and fits on the page.


Can I still upload my own PDF?
Yes. Choose Upload your own PDF under + Template and place the fields yourself. See Setting Up e-Signature Fields.


🌟 Your Agreement, Your Way


Your look, your sections, and your own terms, filled in for every booking automatically. Build one, run a test booking from your store, and see it the way your renters will.


🚀 Next Steps


Updated on: 27/10/2026

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