Bicycle Rental Agreement/Contract Sample – Hotels | Resorts

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Bicycle/Cycle Rental Agreement Letter, Email, Instant Messaging Format For Guests in Hotels | Resorts

A bicycle rental agreement or contract is a legal document that outlines the terms and conditions of a bicycle rental agreement between the renter and the rental company. It typically includes details such as the rental period, rental fees and charges, the condition of the bicycle, and the responsibilities of both the renter and the rental company.

The agreement may also include information on the use of the bicycle including any restrictions, safety guidelines, and rules of the road. It is important for both parties to carefully read and understand the terms of the agreement before signing to avoid any misunderstandings or disputes in the future.

When renting a bicycle, it is important to ensure that the rental company is reputable and has a good track record of maintaining their bicycles. It is also important to inspect the bicycle before renting to ensure that it is in good working condition and to report any damages or issues to the rental company before riding off.

By signing a bicycle rental agreement, both the renter and the rental company are agreeing to the terms and conditions outlined in the contract, and are committing to upholding their respective responsibilities throughout the rental period.

This user agreement for rental bicycles specifies the rules that guests are required to follow when renting the hotel’s bicycles. Please follow the rules below while enjoying your bicycle trip around the City and Hotel Premises.


  • Bicycles are rented out clean and in proper working condition and must be returned to the issuing agent in hand.
  •  Helmets are provided and recommended as part of the rental contract.
  •  Bikes are maintained daily.
  •  It is the responsibility of the client to check the bike at the store before setting out on any ride.
  •  The customer agrees to return the bike in clean and undamaged condition to avoid any additional charges for the repair, maintenance, or replacement.
  •  The customer accepts the use of the equipment and accepts full responsibility for the care of the equipment while under his/her possession.
  •  Damaged parts or components will be repaired/replaced at the shop’s discretion.
  •  The customer should agree to pay the regular shop fee for components replaced.
  •  Normal wear and tear is accepted but does not include broken spokes, rims, bent rims, damaged frames, handlebars, seats, or other parts from misuse and/or crashes.
  •  Kindly refrain from cycling to prohibited areas and restricted routes.
  •  The resort under no conditions will take any liability for any laws or rules not followed by the guest.



1. Application for bicycle rental

The hotel’s bicycles are rented out to the hotel’s guests only.

Please check the availability of the bicycles and make a reservation in advance.

2. Handover of the bicycles

For the handover to take place, you will need to read and sign the Main Points of the Bicycle Rental Agreement.

3. Rental fee

The rental fee is calculated according to the rental time you have specified in your application and is paid during check-out.

4. Returning of the bicycle

Please return the bicycle at the reception as soon as you have finished using it.
If for some reason you request to be allowed to return your bicycle at some other location than the hotel, the incurred costs of recovering the bicycle will be charged to you.

5. Accidents

If you get involved in an accident while using the hotel’s bicycle, please report the time, place, cause, and circumstances of the accident to the hotel immediately. If necessary, you must also contact the police or carry out any other actions stipulated by law.

The hotel will assume no responsibility for the accident. If the accident makes it necessary to start an out-of-court mediation process etc., it will be done on the guest’s sole responsibility.

In addition, regardless of the above, the hotel may claim compensation from the guest for all damages, even including damages that the hotel has had to compensate to a third party.

6. Bicycle damage and breakdown

If the bicycle breaks down or sustains damage during the rental period, please contact the hotel immediately.

If a guest has repairs done to the bicycle without the hotel’s prior permission, the hotel cannot cover the costs of the repairs.

As a rule, if the breakdown or damage to the bicycle was caused by reasons having to do with the guest, the costs of the repairs are charged to the guest based on the actual incurred expenses. However, in the case of a flat tire, the hotel will pay for the repairs.

In addition, even if the guest or some third party suffers damages as a result of the breakdown, the hotel will assume no responsibility unless the breakdown was caused by the rental bicycle in question.

7. Loss or theft of a bicycle

If you lose your bicycle or it is stolen during the rental period, please contact the hotel immediately.

If the loss or theft occurred due to the guest’s negligence, such as forgetting to lock the bicycle, the hotel may charge up to 200 USD as a contract penalty fee.

This penalty fee will not be returned to the guest even if the bicycle is returned after the fee is paid.

If the bicycle was parked in one of the city’s numerous bicycle-prohibited zones and removed because of this, the fee for recovering the bicycle would be paid by the guest.

The guest will personally have to go and recover the bicycle from the bicycle impound center and take care of any expenses involved.

8. Loss or destruction of a key

If the key to a bicycle is lost or destroyed, the hotel will charge a fee of 100 USD for making a new key.

9. Prohibited acts

When using our rental bicycles, the following things are forbidden:

1) Drunk or reckless driving, or any other violation of traffic regulations.

2) Using the bicycle in dangerous or unsuitable locations.

3) Parking the bicycle in a bicycle-prohibited zone or a place where it disturbs car or pedestrian traffic.

4) Modification of the bicycle or its accessories, or otherwise changing them from their current state.

5) Continuing to drive the bicycle after noticing that it has a flat tire or some other problem.

6) Letting the bicycle be used by someone else than the person named in the application.

10. Hotel’s refusal to rent out a bicycle

The hotel may refuse to rent out a bicycle for one or more of the following reasons:

1) The hotel considers it likely that the applicant cannot follow the rules stated above.

2) The hotel has a reason to believe that the applicant is a member of an organization that is connected to a criminal organization or some other organization detrimental to public peace.

3) If the rental period overlaps or is predicted to overlap with a period of strong wind, rain, or other hazardous weather.

4) At any other time when the hotel considers the renting to be inappropriate.

I hereby acknowledge and agree to the following rental agreement terms and conditions.

Guest Name:…………………………………………..

Guest Room Number / Reservation Number:……………………………………

Check-in Date:………………………… Check-out Date:……………………………….

Signature of the Guest

I understand and accept that renting this bicycle and participating in biking exposes me to many hazards and entails the unavoidable risk of death, personal injury (including but not limited to severe spinal or head injury), and loss/damage to property. I understand the inherent risk involved in using this equipment and accept full responsibility for any such damage or injury that may occur.
Note: Any bike not returned to the issuing staff or section or authority at the issuing point will be charged a one-day additional fee until the bicycle is found, else the full amount of the bicycle plus the applicable penalty will be levied from the customer.


Damaged Y/N Frame:.…………….. Rims:……………….. Tires:…………………..

Time in:………………..Clean Y/N:……………….Helmet returned Y/N:………….

OUT IN Bike#:

Other Notes (explain):……………………………………………………………………………………..

Bicycle Rental Agreement/Contract Sample Email

Below is a sample email template for a Bicycle Rental Agreement/Contract that you can use as a starting point. Remember to customize it according to your specific terms and conditions, and include all relevant details.

Subject: Bicycle Rental Agreement – Confirmation and Details

Dear [Customer’s Name],

We hope this email finds you well. We are delighted to confirm your bicycle rental reservation with [Your Company Name]. Please review the following terms and conditions of the rental agreement:

Rental Details:

  • Reservation Number: [XXXX]
  • Rental Period: [Start Date] to [End Date]
  • Bicycle Type: [Specify Model/Type]
  • Rental Fee: [Amount in Currency]

Terms and Conditions:

  1. Rental Period: The rental period begins on [Start Date] and ends on [End Date]. Please return the bicycle by [Return Time] to avoid additional charges.
  2. Security Deposit: A security deposit of [Deposit Amount] is required upon pickup. This amount will be refunded upon the return of the bicycle in the same condition.
  3. Condition of the Bicycle: The bicycle will be provided in good working condition. It is your responsibility to return the bicycle in the same condition. Any damages or missing items will be subject to repair or replacement charges.
  4. Late Returns: Late returns may be subject to additional charges. Please notify us in advance if an extension is needed.
  5. Helmet and Accessories: A helmet is provided with the rental. Additional accessories are available upon request at an extra charge.
  6. Cancellation Policy: Cancellations made [X] days before the rental start date will receive a full refund. Cancellations made after this period will be subject to a [Cancellation Fee] charge.

Pickup and Return Instructions:

  • Pickup Location: [Specify Pickup Location]
  • Return Location: [Specify Return Location]
  • Pickup/Return Hours: [Specify Operating Hours]

Contact Information:

  • For assistance during your rental period, contact us at [Customer Service Phone Number] or [Customer Service Email Address].

Please review the attached Bicycle Rental Agreement for a detailed overview of the terms and conditions. To confirm your reservation, please reply to this email with your acceptance of the terms.

We appreciate your business and look forward to providing you with a memorable cycling experience. Should you have any questions or concerns, feel free to contact us.

Thank you for choosing [Your Company Name]!

Best regards,

[Your Name] [Your Title] [Your Company Name] [Contact Information]

Bicycle Rental Agreement/Contract Sample Instant Messaging (WhatsApp, Instagram, Facebook)

Bicycle rental agreement in an instant message format may be a bit challenging due to the character limitations, but you can provide a brief and clear summary. Here’s a condensed version suitable for an instant message:

Hi [Customer’s Name],

Great news! Your bicycle rental with [Your Company Name] is confirmed. 🚲 Here are the key details:

  • Reservation #: [123456]
  • Dates: [Start Date] to [End Date]
  • Bike Type: [Specify Model/Type]
  • Rental Fee: [Amount in Currency]


  1. Pickup/Return: [Specify Location and Hours]
  2. Deposit: [Deposit Amount] (Refundable on return)
  3. Condition: Return in the same condition to avoid charges.
  4. Late Returns: Subject to additional charges.
  5. Helmet: Provided. Additional accessories are available at extra cost.

Cancellation: [Cancellation Policy]

Please review the attached detailed Rental Agreement. Reply ‘Accepted’ to confirm your reservation.

Any questions? Feel free to ask. Excited to provide you with a great cycling experience!

Best, [Your Name] [Your Company Name] [Contact Information]

Note: This is a simplified version, and you may need to adapt it further based on your specific terms and conditions. Ensure that all crucial information is conveyed clearly, and encourage the customer to review the attached detailed agreement for a comprehensive understanding.

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