Whether you're renting out bikes for urban exploration, outdoor tours, or seasonal commuting, having a clear, professionally written bike rental agreement protects your business and your customers. A well-structured agreement helps define who’s responsible for the rental bicycle, what happens in case of damage or personal injury, and how equipment should be returned.
In this guide, we’ll walk you through each part of the agreement step by step, provide examples, and explain how to create a dynamic contract that works across every rental, whether it’s a short hour-long ride or a week-long tour.
A bike rental agreement is a legally binding document between the rental company and the customer. It defines the rental duration, conditions of use, payment terms, responsibilities, and risks involved when riding bicycles rented from your shop.
It often includes:
Whether you're offering road bikes, e-bikes, or mountain bikes, your agreement ensures that all rental agreement terms are understood and enforced, and that you're covered in case of property damage, severe injury, or equipment issues like bent rims or broken spokes.
Creating a bike rental agreement involves specifying distinct elements that protect both the business and its clients. Start by detailing the rental period—clearly state the start and end times while allowing for possible extensions. Define the fee structure comprehensively, including any deposits and charges for late returns. Outline the return requirements, such as the designated drop-off location and timing, with provisions for flexibility where applicable.
Start your bicycle rental agreement with the basics: who’s renting the bike, and who owns it. This section ensures both parties are clearly defined and accountable under the rental agreement terms—especially important if a personal injury, property loss, or legal claim arises later.
What to Include
You need to be crystal clear about which bike is being rented—and what’s included. This avoids disputes over damage, accessories, or components replaced after return. Whether you're renting e-bikes, cruisers, or mountain bikes, this section helps protect you from claims of damaged frames, broken spokes, or missing gear.
What to Include
Whether your customer is renting for a few hours or several days, your bike rental agreement needs to define the exact rental duration. This helps avoid misunderstandings, enforces timely returns, and ensures bikes are available for the next renter.
What to Include
Clear payment terms make sure your customers know what they’re paying, when it’s due, and what happens if something goes wrong. This section of your bike rental agreement helps enforce accountability while protecting your margins.
What to Include
Bikes may be simple to operate, but the risks are real. A strong bicycle rental agreement should set expectations around proper use, required gear, and environmental risks like traffic or road conditions. This helps reduce accidents, protect your business, and enforce rider responsibility.
What to Include
Bikes take a beating, and liability can escalate quickly. This part of your bike rental agreement defines what happens if the rider crashes, the bike is damaged, or something goes missing. It also includes a release agreement and an optional waiver to protect your business legally.
What to Include
Even short-term rentals need flexibility. Your bike rental agreement should lay out how renters can cancel, extend, or reschedule—without leaving you stuck with unbooked inventory or unclaimed bikes.
What to Include
This section makes the entire bicycle rental agreement enforceable. It confirms that the renter has read, understood, and accepted all terms—especially around liability, waivers, and equipment condition.
What to Include
Once you’ve got your terms nailed down, you don’t want to waste time copy-pasting customer names or printing waiver forms manually. With TWICE, you can create a dynamic bicycle rental agreement that pulls in renter details, bike info, and payment terms automatically, for every single order.
Customizing the template does require some basic familiarity with HTML and CSS, but tools like ChatGPT make it approachable, even if you’re not a developer. Once it’s set up, you’ll have a fully branded, legally sound agreement that scales with your business.
Below is a ready-to-edit HTML agreement you can paste directly into your Documents section in TWICE. Simply update the placeholder content and refine the Terms and Conditions to align with your own policies.
<html>
<head>
<style>
body {
font-family: Arial, sans-serif;
font-size: 12px;
}
.container {
width: 92%;
max-width: 600px;
margin: auto;
padding: 32px 16px;
color: black;
}
h2 {
font-size: 16px;
margin: 24px 0;
}
table {
border-collapse: collapse;
width: 100%;
}
table, td, th {
border: 1px solid #e8e8e8;
padding: 6px;
}
.order-table {
font-size: 10px;
text-align: left;
margin: 16px 0 0 0;
padding: 6px;
}
.signature-line {
margin: 48px 0px;
}
.total-info {
margin-top: 16px;
margin-bottom: 16px;
}
.sm-font {
font-size: 10px;
}
.pricing-row {
display: flex;
flex-direction: row;
justify-content: space-between;
align-items: center;
}
@media print {
.pagebreak {
page-break-before: always;
}
}
</style>
</head>
<body>
<div class="container">
{{#if store.logo}}
<img style="width: 15%; height: 100%" src="{{store.logo}}" alt="logo" />
{{/if}}
<h1>Bicycle Rental Agreement Template</h1>
<p style="color: red;"><strong>NOT TO BE USED IN COMMERCIAL PURPOSES</strong></p>
<p><strong>Order ID:</strong> {{order.orderId}}</p>
<div style="display: flex; justify-content: space-between; gap: 16px;">
<div class="left" style="flex: 1;">
<b>Rental Company</b><br />
{{store.name}}<br />
{{store.address}}<br />
{{store.phone}}<br />
{{store.email}}<br />
</div>
<div class="left" style="flex: 1;">
<b>Renter Information</b><br />
{{order.liablePerson.firstName}} {{order.liablePerson.lastName}}<br />
{{order.liablePerson.email}}<br />
{{order.liablePerson.phone}}<br />
</div>
</div>
{{#each order.persons}}
<h2>Product Details</h2>
<table class="order-table">
<thead>
<tr>
<th>Products</th>
<th>Rental Dates</th>
<th>Rental Fee</th>
<th>Security Deposit</th>
</tr>
</thead>
<tbody>
{{#each products}}
<tr>
<td>{{productName}} {{#if variantNames}} - {{#each variantNames}}{{name}}{{#unless @last}} - {{/unless}}{{/each}}{{/if}}{{#if productCodes}} ({{productCodes}}){{/if}}</td>
<td>{{formattedDate}}</td>
<td>{{pricing.subtotal}}</td>
<td>{{#if pricing.deposit}}{{pricing.deposit}}{{else}}-{{/if}}</td>
</tr>
{{/each}}
</tbody>
</table>
{{/each}}
<div class="total-info">
<div class="pricing-row">
<b>Total</b>
<b>{{order.pricing.total}}</b>
</div>
{{#each order.pricing.taxes}}
<div class="pricing-row">
<span>Tax: ({{rate}}%)</span>
<span>{{price}}</span>
</div>
{{/each}}
<div class="pricing-row">
<span>Paid</span>
<span>{{order.pricing.paid}}</span>
</div>
{{#if order.pricing.leftToPay}}
<div class="pricing-row">
<span>Left to pay</span>
<span>{{order.pricing.leftToPay}}</span>
</div>
{{/if}}
{{#if order.pricing.deposit}}
<div class="pricing-row">
<span>Deposit</span>
<span>{{order.pricing.deposit}}</span>
</div>
{{/if}}
</div>
<h2>Signatures</h2>
<p>By signing below, the renter confirms they have read, understood, and agreed to the terms outlined in this rental agreement.</p>
<div class="signature-line">
<p>Signature: ________________________________ Date: _____________________________________</p>
<p>Name: {{order.liablePerson.firstName}} {{order.liablePerson.lastName}}</p>
</div>
<div class="pagebreak"></div>
<h2>Terms and Conditions</h2>
<p><strong>1. Equipment Ownership:</strong> All bicycles and accessories provided remain the sole property of the rental company. The renter may not sell, sublease, loan, or otherwise transfer use of the bicycle to any third party without written consent. Each rental bicycle is to be used only by the individual listed on this agreement.</p>
<p><strong>2. Rental Period:</strong> The rental period begins at the time the bike is released and ends at the specified return time. Late returns beyond the agreed return window may incur a late fee per hour or per day as outlined in your order summary. Early returns are accepted but do not warrant refunds. All extensions must be requested in advance and are subject to availability.</p>
<p><strong>3. Payment and Security Deposit:</strong> All rental fees must be paid in full before the release of the bicycle. A security deposit may be required at the shop’s discretion. The deposit will be refunded within 7 business days, provided the bike and accessories are returned in the same condition. Any deductions for repairs, cleaning, or loss will be detailed in the final invoice.</p>
<p><strong>4. Proper Use and Rider Responsibility:</strong> The renter agrees to operate the bicycle responsibly, in accordance with all local traffic laws and road conditions. Use of the bike is restricted to paved roads or authorized bike trails unless otherwise specified. Use on rough terrain, curbs, stairs, or off-road areas is prohibited. Riders must be in good physical health and wear protective equipment (helmets are strongly recommended or may be required by law).</p>
<p><strong>5. Condition of Equipment and Return:</strong> Each bicycle is provided in proper working condition and will be inspected with the renter before departure. The renter agrees to return the bike in the same condition, excluding normal wear such as dust or surface scuffs. Charges may apply for bent rims, broken spokes, damaged frames, or missing components. Any damage must be reported immediately upon return or during use if severe. Repairs will be billed at regular shop rates.</p>
<p><strong>6. Damage, Loss, and Theft:</strong> The renter assumes full responsibility for the bicycle during the rental duration. This includes damage, theft, or property loss, regardless of cause. If the bicycle is lost or stolen, the renter agrees to cover the full replacement cost. In case of theft, a police report is required. Damage waivers, if offered and accepted, cover minor issues but do not apply to gross negligence, intentional damage, or improper use.</p>
<p><strong>7. Liability and Waiver of Claims:</strong> By signing this agreement, the renter acknowledges and accepts all risks associated with riding bicycles rented from the company. These risks include but are not limited to: falls, collisions, equipment failure, weather, traffic or road conditions, interaction with wild animals, and personal injury such as head injury, spinal trauma, or other severe injury. The renter agrees to hold harmless, indemnify, and specifically release the rental company, its employees, and owners from all liability, claims, and expenses arising out of any incident or accident. This release is a legally binding document and extends to all injuries or damages, including those resulting from the negligence of the rental company.</p>
<p><strong>8. Cancellations and Modifications:</strong> Cancellations made at least 24 hours before the start of the rental are eligible for a full refund. Cancellations within 24 hours may be charged up to 50% of the rental fee. No-shows are non-refundable. Rental extensions must be submitted in writing and approved in advance. Changes to date, rider, or equipment are subject to availability.</p>
<p><strong>9. Legal Enforcement:</strong> This rental contract constitutes the entire agreement between the parties and overrides all prior communication. If any provision of this agreement is found unenforceable, the remaining clauses shall remain in full force. Disputes will be governed under the rental company’s jurisdiction and subject to applicable local law.</p>
<p><strong>10. Signature and Acceptance:</strong> By signing this contract or submitting payment, the renter confirms they fully recognize and accept all terms listed in this release agreement, including responsibility for the equipment, waiver of claims, and return of the bike in undamaged condition.</p>
</div>
</body>
</html>
Here's how the document looks:
Even if your contract covers all the basics, these pro tips will help you avoid edge-case issues, disputes, and paperwork headaches—whether you're renting a dozen cruisers or a single high-end e-bike.
Don’t assume renters know what “normal wear” means. Spell it out: bent rims = damage. Dusty tires = not a big deal. State that components replaced due to misuse are billable.
The most important part of your bicycle rental agreement is the release of liability. Highlight it, bold it, get it initialed. If something goes wrong—personal injury, property damage, or worse—it’s your best protection.
Use the same bike rental contract format for every customer. Don’t reinvent it for group rentals, one-day bookings, or casual riders. Consistency makes training easier and legal review cheaper.
Update your agreement when:
A solid bike rental agreement does more than protect your bikes—it protects your business. It sets expectations, clarifies responsibilities, and gives both you and your customers peace of mind. Whether you're running a high-volume city fleet or a seasonal mountain bike shop, your agreement should be clear, enforceable, and easy to manage.
With the help of this guide and the included bicycle rental agreement template, you can put together a reliable contract that covers everything from security deposits to liability waivers. And with TWICE, you don’t have to start from scratch each time—your documents can be automated, updated, and delivered with every order.