What is a bike and e-bike rental agreement?
Bike rentals move fast: a family arrives, picks bikes and helmets, and wants to be on the trail in minutes. A short, clear rental agreement signed on a tablet at the counter records who rented what, the condition at pick-up, when it's due back and what happens if a bike is damaged, stolen or returned late.
List the bikes with frame and battery numbers, note the condition and battery charge, and name the other riders in the group. Set the price, late-return charge, the deposit and how it's held, and the replacement value of each item. Rider rules cover helmets, traffic laws, passengers, tampering with e-bike settings and where the bikes may go. The renter agrees to safe battery charging and to lock the bikes properly, and accepts the risks of cycling in a clear, plain-language section. The company stays responsible for its own negligence and for bikes in safe working order.
- Best for
- Bike shops, e-bike rental and tour companies, hotels lending bikes
- Signed by
- The rental company and the renter, who signs for their group
- Deposit
- Card pre-authorisation, cash, or refundable card payment
- Length
- 3 pages, initialled by the renter
When to use a bike and e-bike rental agreement
- Day hire of e-bikes from a seaside or city rental shop
- Bikes provided for a guided tour
- A family renting several bikes and a child seat
- Multi-day touring rentals with chargers
- A hotel or campsite lending bikes to guests
What you fill in
22 blanks, then the name and email of each person who signs: rental company, renter.
1 The rental
- Rental company (your business)*
- Phone for breakdowns and emergencies*
2 The renter
- Renter's full name*
- Renter's mobile phone*
- Renter's home address or hotel*
- ID checked (type and last 4 digits only)
- Other riders in the group (optional)
3 The bikes
- Bikes and equipment rented*
- Condition noted at pick-up*
- E-bike battery at pick-up (optional)
4 Period and price
- Pick-up date and time*
- Return date and time*
- Return location*
- Currency*
- Total rental price*
- Late return charge*
5 Deposit and damage
- Security deposit*
- Deposit held as* a pre-authorisation on the Renter's card · a cash deposit · a card payment refunded on return
- Replacement value of the bikes if lost or stolen*
- Damage cover the renter bought (optional)
6 Rules
- Where the bikes may and may not be ridden (optional)
- Governing law*
7 Who signs
- Rental company signature and date, initials on every page · The bike shop, rental business or tour company.
- Renter signature and date, initials on every page · The adult renting the bikes. They sign for every rider in their group, including children in their care.
What the bike and e-bike rental agreement covers
- The Bikes
- Rental period and price
- Rider rules
- Batteries, charging and breakdowns
- Locking, theft and loss
- Damage and deposit
- Acceptance of risk
- General
Using the bike and e-bike rental agreement, step by step
1 Record the renter and group
Enter the renter's details, the ID you checked (last digits only) and any other riders.
2 List the bikes
Enter each bike, battery and accessory with numbers, the condition at pick-up and the battery charge.
3 Set times and money
Enter pick-up and return times and place, price, late charge, deposit, replacement values and any damage cover bought.
4 Sign at the counter
Add any route limits and the governing law. The renter initials each page and both parties sign on the last.
Tips before you send it
- Take dated photos of each bike at pick-up and return. They back up the condition notes.
- Minimum ages and helmet rules for e-bikes vary by place, and some classes of e-bike have their own rules. Check what applies where you rent.
- Note only the last digits of an ID. You don't need to keep a full copy.
- Acceptance-of-risk wording is treated differently from place to place, especially for children. It can't remove your responsibility for your own negligence.
Sign it online in minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date and initials box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Bike and e-bike rental agreement: frequently asked questions
Does the renter sign for everyone in the group?
Yes. Other riders are listed, the renter confirms they've shown the terms to each adult, and signs for any child in their care. For larger groups you may prefer each adult to sign their own agreement.
What happens if a bike is stolen?
The renter reports it to the police straight away, tells the company the same day, and pays the replacement value you listed. If the bike was locked as required and there's a police report, the company considers the circumstances fairly.
Is the acceptance of risk a full waiver?
No. The renter accepts the ordinary risks of cycling, but the company stays responsible for its own negligence, for bikes in safe working order, and for anything the law doesn't allow it to exclude.
Can the renter sign on a tablet in the shop?
Yes. The renter opens the FileIt signing link from their email on their own phone, or on a shop tablet, and signs with a finger. FileIt records the signature and initials and adds a Certificate of Completion.