You go back to a rental agreement only when something goes wrong: the driver returns a scratched car, disappears with the deposit or disputes a deduction. That is when every clause counts. Below is what a taxi driver car rental agreement in Poland must contain, and at the end you can download an editable template.
⬇ Download the car rental agreement template (.docx)
The document is in Polish (umowa najmu samochodu) · Word / Google Docs / LibreOffice · fields to fill in are marked with dots
This is an illustrative template, not legal advice. The document itself is written in Polish, because a contract with a driver in Poland is normally concluded in Polish and under Polish law. Before you use it, have a Polish lawyer or accountant check it, especially the clauses on liability for damage.
A car rental agreement and a driver agreement are two different documents
A rental agreement (umowa najmu) governs the car: who pays for what, who is liable for damage and how the car is returned. The working relationship itself, whether a civil-law contract (umowa zlecenie) or B2B, is a separate matter. Many fleets sign both documents with each driver. If the driver uses their own car, you do not need a rental agreement. For how payouts work under each model, see Bolt and Uber driver settlements in Poland.
What a rental agreement for a taxi driver must contain
1. Exact details of the parties and the car
Company details with the NIP tax number, the driver’s details with ID number and PESEL, and for the car the make, model, registration number and VIN. It sounds trivial, but an agreement for “an Octavia” without a VIN means little when you own ten of them.
2. A handover report as an annex
Without a description of the car’s condition on the day of handover you cannot prove a scratch happened on this driver’s watch. A handover report (protokół zdawczo-odbiorczy) with photos is the most important annex to the agreement.
3. Clear rent and settlement date
A fixed weekly amount, a percentage of turnover or both: what matters is that it can be calculated without interpretation. State the settlement period (for example Monday to Sunday) and the payment date. Most money disputes begin with a vague clause on the fee.
4. Deposit
The amount, the refund deadline and what you may deduct from it. Without these, withholding the deposit after the car comes back is easy to challenge.
5. Liability for damage and the AC excess
Who pays for damage caused by the driver, for parking damage by an unknown party and for theft. The cleanest solution is a driver’s excess (udział własny) of a fixed amount, separately for partial and total loss, plus a rule that minor damage below that amount is covered by the driver in full.
6. Running costs, fines and inspections
Usually the fleet pays for inspections, insurance and repairs caused by normal wear, while the driver pays for fuel, car washes and fines (mandaty). Write it down explicitly, together with a deadline for reporting a breakdown or collision (for example 24 hours).
7. GPS in the car
If the car has a tracker, the driver must know about it. A clause in the agreement is the simplest way to meet the information duty under the GDPR (RODO in Poland).
8. Termination and return of the car
The notice period, the situations in which you can terminate immediately (serious damage, arrears, use of the car for a purpose it was not meant for) and return of the car with a signed report.
Common mistakes in fleet rental agreements
- No handover report, so after a few months nobody remembers which scuff was there from the start.
- The fee is written vaguely, for example “according to the fleet price list”, without an amount or period.
- No clause on deductions from the payout, even though in practice you settle damage and fines from the weekly transfer.
- One agreement for the company instead of for a specific car. If the driver switches cars, sign an annex (aneks) or a new report.
- Signed once and forgotten. When rates change you need an annex, otherwise the old amount applies.
Generate the agreement instead of retyping data
With a few drivers, filling in a Word template is fine. When drivers rotate, retyping PESEL numbers and VINs into every agreement wastes time and invites typos. In TwojaFlota you generate the agreement in one click from driver and car data already in the system, and you create the handover report on a phone with photos and signatures from both sides on a single device. Documents are produced from Polish templates; the interface and support are in Polish and English.
It costs 200 PLN net per month or 1,200 PLN net per year (plus 23% VAT), with unlimited cars and drivers and 30 days free without a card. Take a look at the taxi fleet management software or start your free trial. If you still calculate payouts by hand, try the free driver settlement calculator and the Excel template.
FAQ
Do I need a rental agreement if the driver uses their own car?
No. You need one when the car belongs to the fleet and is handed to the driver for use.
Can I use the Polish template if I do not speak Polish?
A contract with a driver under Polish law is best concluded in Polish. The template will help you understand the structure, but have the final text checked by a Polish lawyer or accountant.
What if the driver damages the car?
Compare the condition with the handover report and follow the liability and excess clauses in the agreement. That is why a report with photos matters so much.
Do I have to tell the driver about GPS?
Yes. Put it in the agreement to meet the information duty under the GDPR.