Free vehicle handover & condition form
A printable hand-over and return record for self-drive hire — vehicle and hirer details, DVLA check-code prompt, fuel and mileage, a condition-by-area checklist and signatures out and in. Print it or save it as a PDF.
Personalise your form
Add your details (optional), then print or save the form as a PDF. Everything stays in your browser.
Date: __________
| Registration | ____________ | Make / model | ____________ |
| Hirer name | Phone | ||
| Address (for service of notices) | |||
| DVLA check code seen? | Yes ☐ Code: __________ | Categories / points OK? | Yes ☐ No ☐ |
| Hire out (date/time) | Return due | ||
| Fuel & mileage | |||
|---|---|---|---|
| Mileage out | Mileage in | ||
| Fuel out | E ¼ ½ ¾ F | Fuel in | E ¼ ½ ¾ F |
| Condition by area | OK out | Existing damage noted at hand-over | OK in | New damage on return |
|---|---|---|---|---|
| Front bumper & grille | ☐ | ☐ | ||
| Bonnet | ☐ | ☐ | ||
| Windscreen & wipers | ☐ | ☐ | ||
| Roof | ☐ | ☐ | ||
| Nearside front (wing, door, mirror) | ☐ | ☐ | ||
| Nearside rear (door, panel, arch) | ☐ | ☐ | ||
| Offside front (wing, door, mirror) | ☐ | ☐ | ||
| Offside rear (door, panel, arch) | ☐ | ☐ | ||
| Rear bumper & tailgate/boot | ☐ | ☐ | ||
| Lights (front & rear) | ☐ | ☐ | ||
| Alloys & tyres (all) | ☐ | ☐ | ||
| Interior (seats, trim, controls) | ☐ | ☐ | ||
| Load area / boot | ☐ | ☐ | ||
| Spare wheel / kit / documents | ☐ | ☐ |
| Hirer signature (out) | Staff signature (out) | ||
| Hirer signature (in) | Staff signature (in) |
A good manual process — and where it stops
A paper hand-over form plus timestamped photos is a genuinely solid way to protect yourself against a damage dispute. Its limit is that the pieces live in different places — the form in a folder, the photos on a phone, the agreement somewhere else — so when a charge is challenged you have to reassemble the story.
The Complys condition report app captures the same information digitally, with timestamped photos, tied to the licence check and the signed agreement — so the whole hire exports as one evidence pack with nothing to match up later.
Handover form — FAQs
Is the handover form really free?
Yes. Add your details if you like, then print it or save it as a PDF. Nothing leaves your browser and there's no sign-up.
What does the form cover?
Vehicle and hirer details, a prompt to record the DVLA check code, fuel and mileage out and in, a condition-by-area checklist for existing and new damage, a short declaration, and signatures for hand-over and return.
Should I still take photos?
Yes. UK guidance encourages keeping before-and-after condition records to resolve damage disputes. A paper form plus timestamped photos is a solid manual process — the form even prompts for it.
How is this different from the Complys app?
This is the paper version. The Complys condition report app captures the same information digitally with timestamped photos, tied to the hirer, licence check and agreement, and exports the whole hire as one evidence pack — so there's nothing to match up later.
Can I use it for vans and courtesy cars?
Yes. The condition checklist includes the load area and interior, so it works for vans, and it's quick enough for dealership and bodyshop courtesy cars.