How to create a car leasing quote?

Discover how to create a car leasing quote: Purpose, requirements, key information, example of a vehicle leasing quote and quoting software.

 

A car leasing quote is much more than just a document—it’s an essential tool for formalizing a business proposal and building trust with your client. Whether you’re a long-term rental professional or a fleet manager, understanding the legal requirements tied to this document and mastering its creation is crucial. In this article, we dive into what a car leasing quote entails with examples, why it is mandatory for car rental businesses, the key information it must include, and how a specialized car rental management software can save you time and enhance efficiency.

What is a vehicle leasing quote?

A vehicle leasing quote is a business document that outlines the financial and technical terms of a long-term rental or lease with an option to purchase. It specifies key details such as the type of vehicle, contract duration, expected mileage, monthly payments, and any additional services like maintenance or insurance. This non-binding document allows customers to compare offers and choose the one that best suits their needs. For professionals, it serves as a key tool to present a clear and transparent proposal.

What are the essential details of a car leasing quote?

Here are the essential details of a car leasing quote to ensure your document is both clear and compliant:

• Date and Validity of the Quote: Specify the creation date and the period during which the quote remains valid.
• Rental Agency Contact Information: Include the name, physical address, phone numbers, and email addresses for contact.
• Rental Offer Details: Provide information on the vehicle or vehicle category offered, the duration of the lease/rental, and any associated services like maintenance or insurance.
• Leasing Monthly Payments: Indicate the total monthly payments (including tax), a breakdown of included costs (package, mileage, additional options), and any applicable discounts or promotions.
• Practical Information: Mention the location for vehicle pickup and return, the total amount (including tax) to be paid before handing over the keys, along with a breakdown of services and any costs payable after the rental period.
• Customer Details: Include the customer’s name, first name, and contact details.
• Payment Terms: Outline the payment methods and the scheduled deadlines.

If the quote is approved, the terms and conditions (T&Cs) should also include additional information in your car rental agreement, such as:

• Reservation conditions (minimum age, driver’s license duration).
• Insurance and deductible amounts.
• Security deposit requirements.

To deepen your understanding of the car rental industry and gain expertise in regulations, we recommend consulting this blog on vehicle rental.

Example of a car leasing quote

An example of a car leasing quote would include all the essential details to ensure transparency and clarity. For instance, a quote for a Ford Fiesta might specify a 36-month lease with an annual mileage limit of 9,500 miles. It would outline the monthly payments (e.g., $399 including tax), initial fees (down payment or security deposit), and included services such as maintenance and insurance. The quote would also include the contact details of both the agency and the client, conditions for vehicle pickup and return, and any additional costs, such as excess mileage fees. With specialized software, this type of quote can be automatically generated, providing precise and personalized data tailored to the customer’s needs.

How to choose the right software for creating car leasing quotes?

To select the right software for creating car leasing quotes, look for a solution that simplifies and automates your processes while ensuring accuracy and compliance in your business documents. While traditional tools like Word, Google Docs, or even Excel can be used to design a quote template, these solutions are not ideal. They require tedious manual management and increase the risk of errors, especially when handling large volumes or calculating complex parameters such as monthly payments, additional fees, and promotional offers for your business.

 

The myrentcar software, equipped with its quotelio leasing module, is the perfect tool for quickly calculating accurate monthly payments while accounting for all parameters, such as lease duration, annual mileage, the vehicle’s residual value, and included services. This software not only allows you to fully customize your quotes to match your company’s branding and meet your clients’ needs but also ensures complete transparency with a clear breakdown of costs when creating and generating car leasing quotes.

 

The myrentcar software includes advanced features to streamline your operations: automatic sending of quotes and contracts via email with an electronic signature option, comprehensive invoicing for all your long-term rental files, as well as secure editing and storage of documents in PDF format directly on the platform. These tools ensure optimal traceability and enhance the customer experience. Once the quote is approved, you can seamlessly move on to the next step: creating a car rental contract.