What is a chauffeured transportation agreement?
A chauffeured transportation agreement is the booking contract between a limousine, party bus or chauffeur company and a client. It's most useful for the bookings with the most at stake — weddings, proms, airport transfers and corporate events — where timing is tight and a group of passengers is relying on one adult to have agreed the rules.
This template records the date, vehicle, passenger count, an hour-by-hour itinerary and the hours booked. It explains how time and waiting are counted, how itinerary changes on the day are handled and the extra-hour rate. Passenger rules cover seat belts, capacity, smoking, confetti and roof hatches, and alcohol only where lawful and never for under-age groups such as proms. It covers damage and cleaning fees with photos, lost property, the price excluding tolls and parking, gratuity, deposit, a tiered cancellation policy, a replacement vehicle if needed, and weather.
- Best for
- Limousine, party bus, wedding car and executive chauffeur companies
- Signed by
- The transportation company and the adult booking for the group
- Pricing
- Hourly or fixed transfer, plus extra time, tolls, parking and fees
- Length
- About 2 pages, initialled on every page
When to use a chauffeured transportation agreement
- A wedding car for the couple and bridal party
- A prom night limo for a group of students
- Airport transfers for a family or executives
- A party bus for a birthday or bachelor party
- Shuttles between hotels and venues for a conference
What you fill in
19 blanks, then the name and email of each person who signs: transportation company, client.
1 The parties
- Operator (your business)*
- Your phone or email (24-hour contact)*
- Operator licence or permit
- Client*
- Client phone on the day*
2 The trip
- Date of service*
- Occasion
- Vehicle*
- Number of passengers*
- Pickup, stops and drop-off*
- Hours booked
3 Price and payment
- Currency*
- Total price*
- Driver gratuity* is not included and is at the Client's discretion · is included in the price
- Extra time, per hour or part
- Deposit
- Full refund if cancelled more than (days before)
- Cleaning fee (for spills, sickness or mess)
- Governing law*
4 Who signs
- Transportation company signature and date, initials on every page · The limousine, chauffeur or charter operator.
- Client signature and date, initials on every page · The person or organisation booking — an adult who is responsible for the group.
What the chauffeured transportation agreement covers
- The booking
- Timing and waiting
- Passengers and conduct
- Damage and cleaning
- Price, deposit and cancellation
- Liability and general
Using the chauffeured transportation agreement, step by step
1 Enter the trip
Add the date, occasion, vehicle, number of passengers and the pickup, stops and drop-off with times. For hourly bookings, enter the hours.
2 Set the price
Enter the total price, how gratuity works, the extra-hour rate and any deposit.
3 Choose cancellation and cleaning
Set how many days before the trip a full refund applies, and the cleaning fee for spills or sickness.
4 Send for signature
Send it to the client with a phone number they'll have on the day; they sign from any device.
Tips before you send it
- For prom bookings, have a parent sign as the client — the agreement already bans alcohol for under-age groups.
- Put realistic buffers in the itinerary for photos and traffic; time is counted from scheduled pickup to final drop-off.
- Photograph any mess before charging a cleaning fee; the agreement says you'll provide photos.
- Add your operator licence or permit number — clients and venues increasingly ask for it.
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.
Chauffeured transportation agreement: frequently asked questions
Can passengers drink in the limo?
Only where the law allows alcohol in the vehicle, only for passengers of legal drinking age, and never the chauffeur. For under-age groups, including prom groups, no alcohol is permitted.
What happens if passengers misbehave?
The chauffeur may end the trip without a refund if passengers break the rules, behave dangerously or abusively, or continuing would be unsafe or unlawful. The client is responsible for the group's conduct and for damage they cause.
What if the booked vehicle breaks down?
The operator may provide a comparable or better vehicle. If it can't, all payments for the booking are refunded.
Are missed flights covered?
No. Liability for failing to provide the service, other than for personal injury, is limited to a refund where the law allows, and indirect losses such as a missed flight or event are excluded.