What to Include in a Bicycle Rental Contract

1. Parties’ Information

The contract should include accurate and detailed information about the parties involved to avoid future issues:

• Lessor: Full name, contact details, company address, tax identification number, and, in some cases, operating license or permit.


• Renter: Full name, contact details, identity document or passport, and, if applicable, residential address.

2. Detailed Description of the Bicycle

To avoid confusion and issues during the return, the contract must clearly specify the exact features of the rented bicycle:

• Brand, model, and color of the bicycle, ensuring it matches the company’s inventory.


• Serial number or identification code, allowing for more precise tracking in case of loss.


• Included accessories, such as helmet, lights, lock, air pump, basket, or racks, specifying their condition and functionality.


• Condition of the bicycle at the time of rental, noting any existing wear or damage through a visual inspection, which may be documented with photos.

3. Rental Conditions

Here, the terms of the service must be clearly and thoroughly set to avoid conflicts:

• Start and end date and time of the rental, with a tolerance margin for returns.


• Rates and payment method (cash, card, transfer, online payment, etc.), detailing any additional costs for delays or damage.


• Possible penalties for late returns or improper use of the bicycle, with a transparent calculation of the applicable charges.


• Extension options and surcharges for extending the rental period, as well as procedures for requesting an extension.


• Usage rules, including age restrictions, experience requirements, and legal regulations on cycling and road safety.


• Allowed and prohibited areas, in case the service has specific geographical restrictions.

4. Renter's Responsibilities

The customer must commit to certain responsibilities to ensure the proper use of the bicycle:

• Use the bicycle responsibly and in accordance with local traffic regulations.


• Not lend the bicycle to third parties without the lessor's explicit permission, avoiding legal responsibility issues.


• Not modify, disassemble, or change parts of the bicycle without prior authorization.


• Report any incidents, breakdowns, or damage during the rental period, specifying the procedure to follow.


• Return the bicycle in the same condition it was received, with the possibility of a final inspection by the lessor.


• Obligation to use safety accessories where required by law.

5. Deposit and Insurance

It is crucial to clearly define the financial conditions in case of damage, loss, or accidents:

• Security deposit amount, if applicable, and refund conditions.


• Liability and damage insurance (optional or mandatory), covering third-party damage in case of an accident.


• Accident or theft coverage, indicating who bears the costs and under what circumstances it applies.


• Procedures in case of incidents, specifying the protocol to follow in the event of theft, accident, or severe damage to the bicycle.


• Renter's obligations in case of theft or loss, including the possible requirement of filing a police report.

6. Cancellation and Refund Policy

It must be clear what happens if the customer decides to cancel their reservation or if unforeseen issues arise:

• Cancellation deadline without penalty, detailing whether partial or full refunds are available.


• Possible charges for late cancellations, if applicable.


• Conditions in case of force majeure, such as adverse weather conditions or unexpected mechanical failures, and whether they justify a refund or date change.

7. Additional Clauses

Depending on the business model, specific terms may be included:

• Disclaimer of liability for the lessor in case of misuse of the bicycle or accidents caused by the renter.


• Prohibition of use in competitions, rough terrain, or outside allowed routes, specifying geographical restrictions or extreme usage conditions.


• Conditions for rentals to minors, including the requirement of a responsible guardian and signed authorization.


• Procedure in case of bicycle loss or theft, outlining the user’s obligations and legal actions to be taken.

8. Signature of the Parties and Acceptance of Terms

To formalize the agreement, both parties must sign the contract, accepting all the established terms. It is recommended to:

• Keep a digital copy for both parties.


• Request identification from the customer to validate their identity.


• Conduct a final inspection before the bicycle is returned to verify its condition.

9. Benefits of a Well-Structured Contract

A well-designed contract not only provides legal security but also strengthens the credibility of the business. By setting clear expectations from the start, it improves the customer experience and minimizes operational risks. A detailed contract is an investment in the stability and professionalism of the rental service, facilitating customer relationships and reducing potential conflicts.