Classic form
Car rental booking form with every driver named
A car rental booking is really two bookings, one for the car and one for the people allowed to drive it, and the second is where rentals go wrong. This booking form takes the vehicle class, the locations and the times in seven fields, then asks for every driver by name, licence number and expiry in a table.
The form itself
A static copy of the finished form, exactly as it renders. Nothing here can be filled in or submitted, so read it as a reference and build your own from the button above.
Every field, and what it collects
The complete field list, in the order respondents meet it.
- Name of the main driverNameRequired
- Email and mobileShort textRequired
- What kind of car?Single choiceRequired
- Options: Small hatch, 2 doors, 2 bags · Compact, 4 doors, 3 bags · Mid size sedan, 4 doors, 4 bags · Small SUV, 4 doors, 4 bags · Seven seat people mover · Ute, single cab tray · Convertible · Whatever is cheapest on the day
- Picking up fromDropdownRequired
- Options: Airport terminal desk · Airport long stay car park · City office · Beach road branch · Delivered to a hotel
- Returning toDropdownRequired
- Options: Airport terminal desk · Airport long stay car park · City office · Beach road branch · Collected from a hotel
- Pickup dateDateRequired
- Pickup timeTimeRequired
- Return dateDateRequired
- Return timeTimeRequired
- DriversTableRequired
- Columns: Full name as printed on the licence · Licence number · Country or state of issue · Expiry
- Is any driver under 25 or has any driver held a licence for less than two years?Single choiceRequired
- Options: No, everyone is 25 or over and fully licensed · Yes, one driver is under 25 · Yes, more than one driver is under 25 · Yes, a driver holds a provisional or probationary licence · Yes, a driver holds an overseas licence issued in the last two years
- Anything to add?Multiple choice
- Options: Child seat, under 4 years · Booster seat, 4 to 7 years · Additional driver, no charge on weekly rentals · Roof rack or bike carrier · Satellite navigation unit · Toll pass · Unlimited kilometres · Reduced excess · Nothing extra
- Photo of the main driver licence, front onlyPhoto upload
- A phone photo of the front of the card is enough to check the class and the expiry before you arrive. Bring the physical licence to the counter, because a photo is not accepted as the licence itself. Do not photograph the back of the card or any other identity document.
The booking
Everyone who will drive
Extras and identification
What each field on this form collects
The booking block takes the main driver name, an email and mobile in one line, and the vehicle class as eight options that name doors and bag capacity rather than model names, closing with whatever is cheapest on the day. Two dropdowns then take the pickup and return locations, which are separate because a one way rental is priced differently, and two rows take the pickup and return dates with their times on a twenty four hour clock. The drivers block opens with a paragraph explaining what an unlisted driver does to the cover, then a three row table taking the name as printed on the licence, the licence number, the country or state of issue and the expiry date. A five option radio asks about drivers under twenty five and newly licensed drivers. The last block is the extras tick list and a photo of the front of the main driver licence.
Why the drivers are a table and not a name field
Every rental counter has the same conversation: one person books, two people drive, and nobody mentions the second one until an incident. An unlisted driver is not an authorised driver, and in most rental agreements an incident with one at the wheel removes the damage cover entirely, which turns a kerbed wheel into an invoice for the value of the car. A table makes listing three drivers as easy as listing one, and asking for the licence number, the issuing country or state and the expiry in the same row means the desk can check the class and the validity before the customer lands.
How to adapt this form
An operator renting to overseas visitors adds a question about an international driving permit, which is required alongside a licence that is not in English in many jurisdictions, and a field for the flight number, so a desk knows which arrivals to watch. A campervan or motorhome operator replaces the vehicle class radio with a berth count and a licence class question, since larger vehicles need a heavier class in some places, and adds a question about whether the renter has driven a vehicle that size before. A rental business doing long term corporate hire drops the extras list, adds a purchase order field and a monthly kilometre allowance question, and replaces the photo field with a fleet policy acknowledgement.
What makes this form work
Four columns make a driver legal
Name as printed on the licence, licence number, country or state of issue, expiry. Three rows cost the customer a minute and give the desk everything it needs to check eligibility before anyone arrives at a counter with a suitcase.
The paragraph explains the consequence, not the rule
Two sentences saying an unlisted driver is not authorised and that an incident with one typically voids the cover entirely. That is why the second and third rows of the table get filled in, where a line in the terms would have been skipped.
The photo field says what it is not for
It asks for the front of the licence only, says the physical card is still required at the counter, and says not to photograph the back or any other identity document.
Questions people ask
Why ask for the licence number before the customer arrives?
Because a licence that has expired, is the wrong class or was issued two weeks ago is a problem best discovered before somebody flies in. The table takes the number, the issuing country or state and the expiry together, which is enough for the desk to check eligibility and to price the young driver fee accurately.
Is a photo of a licence enough to collect the car?
No. The field description and the thank you screen both say the physical card has to be presented at the counter. The photo exists so the desk can check the class and expiry in advance, and the description also says not to photograph the back of the card or any other identity document, because there is no reason to hold that.
Why does the form ask about drivers under twenty five?
Because most rental companies apply a young driver fee and sometimes a higher excess, and because newly licensed drivers are often treated the same way. Five options separate one young driver from several and from a provisional or recently issued overseas licence, so the quote in the reply is accurate rather than revised at the counter.
How many drivers can the table hold?
Three, and it cannot grow, because a table renders exactly the rows it is configured with. Three covers a couple with a friend or a family with two adult children. A larger group adds drivers at the counter, which is straightforward, and the paragraph makes clear that adding them after an incident is not.
Why are pickup and return locations separate dropdowns?
Because a one way rental costs differently and sometimes is not offered at all, and because collecting from an airport desk and returning to a city office is an ordinary request. Two dropdowns capture it in two taps and mean the quote does not have to be redone when the customer mentions it on arrival.
Should the form take a card to hold the booking?
It should not. A booking form is not a payment page, and card details do not belong in a general web form or in stored form responses. The confirmation email is the right place to carry a secure payment or pre authorisation link, which is also how the excess is usually handled on collection.
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