car rental agreement

Please read this car rental agreement in its entirety before making a reservation.

Valley Car Rental LLC

Car Rental Agreement


      1.1 THE OWNER:

      Valley Car Rental LLC

      145 East King Street

      Strasburg, VA 22657

      Phone: 540-607-0140



      Name (First/Middle Initial/Last):

      Identity /Drivers License Number:

      Physical Address; Phone Number; Email Address:

      The parties choose the above stated addresses as their physical addresses at which legal proceedings may be instituted.


      2.1 Type of Vehicle:

      2.2 Make and Color:

      2.3 Model:

      2.4 Year:

      2.5 Registration Number:

      2.6 License Plate Number: 


      3.1 The Owner states that to the best of their knowledge and belief that above-described vehicle is in sound and safe condition and free of any known defects or faults which would affect its safe operation under normal use. A pre/post-rental walk around will be completed with any cosmetic items identified to both parties.


      4.1 The Renter afirms that he / she is physically and legally qualified to operate the above-described vehicle, is at least 25 years old, and has a driving record that does not show any convictions for speeding greater than 20 MPH over the speed limit and, the applicant shall have no reckless driving convictions for the past five years.


      Valley Car Rental LLC agrees to rent the above-described vehicle to the Renter for the following period:

      5.1 Starting Date: _______________________________

     Time: ____________________(a.m. / p.m.)

      5.2 Ending Date: _______________________________

      Time: ____________________(a.m. / p.m.)


      6.1 The Renter hereby agrees to pay the owner at the rate of ____________ per day plus applicable taxes. Virginia has a total car rental tax of 10% of the total rental cost. This cost will be added to the rental fee’s with tax payment collected with the applicable rental fee’s.

      6.2 All fuel used shall be paid for by the Renter. The car will be rented with a full tank of fuel and, is expected to be returned completely full of fuel. Fuel must be a minimum of 87 octane or higher. Vehicles not returned full of fuel will be filled at the renters expense at a cost of $6.00 per gallon.


      7.1 The rented vehicle shall not be used to carry passengers or property for hire. At no time shall the vehicle be utilized as/for delivery purposes. Examples include compensated food delivery, passenger transportation for hire, or any form of courier services.

      7.2 The rented vehicle shall not be used to carry passengers other than in the interior or cab of the vehicle.

      7.3 The rented vehicle shall not be used to push, propel or tow another vehicle, trailer or any other thing without the written permission of the Owner.

      7.4 The rented vehicle shall not be used for any race or in any competition.

      7.5 The rented vehicle shall not be used for any illegal purpose. All applicable Federal, State, and local laws or ordinances shall be observed in the operation, parking, or any other use of this vehicle. Any speed camera, tolls, or any other expenses encumbered by the renter during the rental period shall be the renter’s responsibility to reimburse Valley Car Rental LLC. If speed tickets, tolls, or other expenses occurred by the renter are received by Valley Car Rental LLC after the vehicle is returned, the renter listed in this agreement agrees to allow Valley Car Rental LLC to bill the credit card on file or in other ways recover the costs for any such charges accumulated during the rental period.

      7.6 The Renter shall not operate the vehicle in a negligent manner.

      7.7 The rented vehicle shall not be operated by any other person other than the Renter stipulated in 1.2 above without the written permission of the Owner. If Renter allows any other driver under the age of 25 years old to drive the rented vehicle, the Renter will be fully responsible for all expenses relating to the rental car and any other Vehicle involved in any type of accident.

     7.8 If the vehicle is damaged, stolen, or has any mechanical issues once accepted by the renter for the rental period, the renter agrees to notify Valley Car Rental LLC as soon as it is safely possible to do so. At no time shall Valley Car Rental LLC be notified of any damage, theft, or mechanical issues greater than eight (8) hours after such incident occurring. If a vehicle rented from Valley Car Rental LLC is involved in any form of an accident, damaged/vandalized, or is stolen, the local law enforcement agency in the jurisdiction where the incident occurred shall be notified immediately and, a police report shall be generated. It is agreed that the vehicle must only be used in a proper and careful manner consistent with the Owner's manual instructions and/or as the vehicle was originally designed. All vehicles rented from Valley Car Rentals LLC are equipped with vehicle safety monitoring systems that report the vehicle health, speed, and any hard breaking situations in real time to management of Valley Car Rental LLC. Any attempts to disable, damage, or remove this device automatically voids this rental agreement and the rented vehicle must be retuned immediately to Valley Car Rental LLC. If there are repeated alerts for excessive speed, hard breaking, or other signs of abuse occurring to the vehicle identified above, the renter will be contacted. If the renter is contacted regarding repeated driving issues, the renter agrees to return the vehicle immediately and, will forfeit any additional days listed in this agreement. As permitted given the extent of the law, the Renter will be responsible for risk of theft, damage, loss, or destruction of the Vehicle from any and every cause. If while in the Renter's possession the vehicle becomes damaged, the renter agrees to pay for any and all costs of repair, up to the current value of the vehicle. If while in the renter's possession, the vehicle becomes lost(stolen/unrecoverable), the renter agrees to pay Valley Car Rental LLC its current value.

     7.9 The staff and management of Valley Car Rental LLC reserve the right to refuse rental of any vehicle at any time, to anyone if they have reasonable suspicion that the vehicle will be utilized in any manner that is in violation of this rental agreement, will be used in a violation of any law or ordinance, or has reason to believe that the renter is not in a physically/mentally prepared state to safely operate a motor vehicle. There will be no denial of vehicle rentals as they relate to protected statues such as sex/gender, race, religion, or any other protected status.

     7.10 Valley Car Rental LLC has a no pet and no smoking policy. There shall be no smoking and/or no animals transported in any vehicle rented from Valley Car Rental LLC at any time. Should a vehicle be returned with a smell of smoke, animal hair, urine/fecal stains, or other evidence of smoking or animal transport, the renter shall be responsible for all additional cleaning costs associated with cleaning the vehicle, any costs due to lost rental of the vehicle due to the damage to the vehicle, and will be charged an additional $500.00 fee for mitigating the damage.

     7.11 Valley Car Rental LLC strives to maintain a clean and safe fleet of vehicles for your renting needs. To that end, any car that is returned with significant trash, stains, rips or damage in the interior, the renter agrees to be responsible for all related costs to return the vehicle to its original condition. A pre/post vehicle inspection will be completed on each vehicle and, any deficiencies shall be understood and documented in said inspections. Any vehicle returned that appears to be returned after being utilized for “Off Road” purposes will result in additional fee’s. The renter agrees that any vehicle returned with grass/mud/rock or other matter consistent with being utilized in off road conditions shall be responsible for all associated cleaning fee’s to get the vehicle professionally detailed and, have all fluids (differential, transmission, and other fluids) replaced at the renter's expense.

     7.12 Partial Invalidity: If any provision of this agreement or, the application thereof to any person or circumstance shall to any extent be held void, unenforceable, or invalid, then the remainder of this agreement or the application of such provision to persons or circumstances other than those as to which it is held void, unenforceable, or invalid shall not be affected thereby and, each provision of this agreement shall be valid and enforced to the fullest extent permitted by law.


     8.1 The Renter hereby agrees that he / she shall be held fully responsible for the first $1,000.00 deductible in case of accident. The Renter also agrees that only the vehicle is covered under insurance and the driver or passengers are not covered. The Renter also agrees that personal belongings and other items left in the vehicle at any time are not covered. By signing this agreement renter affirms that he/she has a personal vehicle insurance policy that provides coverage for the renter to operate/rent a rental vehicle and, the renters insurance shall be the primary responsible insurance policy should a claim occur.

9. Payment

     9.1 The renter agrees to pay rental fee’s and all associated taxes prior to being granted access to rental vehicle. If after the rental fee is paid, renter agrees to pay any additional cost incurred but not limited to items identified above in sections 6.2, 7.5,.7.10, 7.11, 8.1, and 10.2 if applicable.

     9.2 Legal Fees. In the event of a dispute resulting in legal action, the successful party will be entitled to its legal fees, including, but not limited to its attorneys’ fees, collection fees and any related fees.


     10.1 The Renter hereby agrees to return the above-described vehicle to the pick-up location which is 145 East King Street, Strasburg Virginia 22657 no later than:


      10.2 Late Return. If the Vehicle is returned to Valley Car Rental LLC after the date and time that the rental period ends, the renter agrees to pay Valley Car Rental LLC a charge of $150.00 per day or any portion of a day beyond the end of the rental period until the Vehicle is returned unless prior written arrangements are made. Any vehicle that is not returned at the agreed upon return time/date and, the renter has not made written mutually agreed upon arrangements to return the vehicle listed in this agreement in writing to will be contacted via email and phone. If after being contacted the renter does not respond or refuses to return any rented vehicle, the vehicle listed in this agreement will be considered and reported as stolen to law enforcement authorities.


     11.1 The parties consent that this is a legal binding document in the Commonwealth of the Virginia and, any claims arising therein shall be heard in Shenandoah County, Virginia courts as applicable.

     Signed at _______________________on this ______day of _________________20____

     Valley Car Rental LLC Representative (sign/print):


     Renter/responsible party (sign/print):



Please read this car rental agreement in its entirety before making a reservation.

Valley Car Rental LLC Cancellation and Change Policy

If you have already picked up your vehicle:

If you have already picked up your vehicle and wish to keep it longer; you must contact Valley Car Rental LLC at 540-607-0140 or and receive approval prior to keeping the vehicle longer than the originally agreed upon terms.

If you have not picked up your vehicle:

If you have not picked up your vehicle you can view, modify, or cancel your reservation by contacting . When requesting to change a rental date, you will need to make sure all information is included such as, the original date(s) you had desired to rent the vehicle, the new date(s) that you now desire to rent the vehicle, your full name, the vehicle you rented originally and, if you are willing to substitute for a different type of vehicle if the original vehicle you had rented is not available for your new rental period. If at anytime you have questions, please contact us at 540-607-0140.

If you modify your pick-up or drop-off date or time, it may result in a change to your rates, taxes, surcharges, or underage fees. Please see your new rate quote when you verify your reservation.

Will I be charged if I cancel my reservation?

If you have reserved and paid for your vehicle, the following conditions will apply:

If you cancel your booking more than 2 days (48 Hours) before your specified pick-up time, you will receive a full refund minus a cancellation fee of USD $50.

If you cancel your booking less than 2 days (48 Hours) before your specified pick-up time, you will receive a full refund minus a cancellation fee of USD $100.

Will I be charged if I don't show up for my reservation?

If you fail to pick up your prepaid rental on the specified pick-up date, you will receive a full refund minus a no show fee of USD $100 and, your reserved vehicle may be rented to another party 12 hours after not showing up at the agreed upon pick up time.

Will my rate change if I modify my reservation?

Possibly - rental rates can change on a daily basis so changing the dates or number of days may change the daily rate.

Effective: September 1, 2022