A vehicle rental agreement serves as the foundational legal document governing the relationship between the owner of a car and the party hiring it. Often referred to as a car lease, this contract lays out the precise conditions of the rental, granting the hirer the right to operate the vehicle for an agreed-upon duration in exchange for payment.

No matter the reason for hiring a vehicle—be it for business, travel, or personal use—a formal contract is essential. The purpose of this document is to create total clarity and provide a legal safeguard for both the vehicle’s owner and the person renting it. This is achieved by clearly defining the rights, responsibilities, and restrictions that apply to each party.
A standard vehicle rental agreement will include key details like: 

• The Parties to the Agreement 
• A Description of the Vehicle 
• The Rental Timeline 
• Financial Terms and Conditions 
• Insurance Coverage and Liability 
• Rules and Restrictions on Use 

 
At AdminTech, we simplify this process. Our online contract builder enables businesses and individuals to create fully compliant rental agreements tailored to Swiss law, without hiring a lawyer—and it takes just 7 minutes to complete.

Core Elements of a Vehicle Rental Contract

To be dependable, a rental agreement must be thorough and precise, leaving no detail open to guesswork. Below are the foundational components that every such contract should contain.

1. Identifying the Renter and Owner

The agreement must begin by clearly stating the full legal names, addresses, and contact details of both the individual or entity providing the vehicle (the lessor) and the one renting it (the lessee). In cases involving companies, their official registered names and business ID numbers are necessary.

2. Defining the Vehicle

The contract must include a detailed profile of the car to ensure there is no ambiguity. This includes its make, model, year, Vehicle Identification Number (VIN), and registration plate. A crucial part of this section is a report on the car’s pre-rental condition, often documented with a signed checklist or photos, to record any existing wear or damage.

3. Establishing the Rental Timeline

The specific timeframe for the rental must be explicitly stated, with clear start and end dates. For contracts without a fixed end date, the terms for how either party can terminate the agreement, including the required notice period, must be outlined.

4. Clarifying Fees and Payment Structure

All financial aspects should be detailed with complete transparency. This includes the rental rate (e.g., daily, weekly), the schedule for payments, and the accepted forms of payment. Any penalties for late payment and the terms of the security deposit, if one is required, must also be specified.

5. Outlining Insurance and Liability

The agreement must assign responsibility for the vehicle’s insurance. This section needs to detail the type of coverage required (such as liability or collision), who is accountable for any deductibles if damage occurs, and the steps to take in the event of an accident.

6. Setting Boundaries on Vehicle Use

The contract should clarify the allowed uses of the vehicle. This includes any geographical restrictions (e.g., permitted to drive within Switzerland and the EU), limitations on commercial or off-road driving, any mileage caps, and a ban on subleasing.

7. Assigning Maintenance and Repair Duties

It is essential to define who is responsible for the vehicle’s upkeep. This means specifying who handles routine maintenance (like checking tyre pressure) and who must cover the costs of repairs that arise from misuse or accidental damage.

8. Specifying Conditions for Return

The document must state exactly how, when, and in what state the car should be returned. This includes policies on the required fuel level, the standard of cleanliness, and how damages that go beyond normal wear and tear will be handled.

9. Including an Early Termination Clause

The contract should provide the specific grounds upon which either party can end the agreement prematurely. This includes detailing the consequences of early termination and any applicable refund or fee policies.

By including all of these points, the vehicle lease agreement provides a clear and secure legal framework for both the owner and the renter.

Understanding the Legal Aspects of a Car Lease Contract 

Creating a vehicle rental agreement in Switzerland involves strict compliance with the Swiss Code of Obligations (CO). It’s essential that your contract not only captures business arrangements but also meets legal enforceability standards.

Why Legal Compliance Matters

• Prevents disputes: Clearly defined, legally aligned contracts reduce the risk of costly disagreements. 
• Protects your rights: If a lessee damages your vehicle or breaches contract terms, a well-drafted agreement gives you legal grounds to recover losses. 
• Avoids invalidation: Missing key legal clauses or using vague terms may render your agreement unenforceable in court.

Common Legal Requirements in Swiss Vehicle Leases

• Written format (strongly recommended, though not always mandatory) 
• Accurate personal data of parties involved 
• Specific terms for liability and insurance 
• Clear definition of the rental period 
• Defined dispute resolution method (e.g., mediation, arbitration)

AdminTech’s contract builder ensures 100% compliance with Swiss law by integrating legal checkpoints throughout the form. Our system dynamically adjusts clauses based on your responses, so your agreement is legally sound every time.

Common Issues in Vehicle Rental Agreements and How to Avoid Them

Even the most straightforward rental arrangements can become problematic if the contract is vague or incomplete. Below are frequent issues—and how to avoid them: 

1. Disagreements Over Vehicle Condition 

Many disputes stem from differing opinions about the vehicle’s return condition. Avoid this by: 

• Including a pre-rental checklist and photos 
• Specifying expectations for cleanliness and maintenance 

2. Late Returns and Unauthorized Use 

Lessee delays or using the vehicle beyond agreed terms can result in extra costs or liability issues. Your contract should: 

• Clearly define late return penalties 
• Prohibit use by unauthorized drivers

3. Unclear Insurance Responsibility 

A vague insurance clause can leave one party exposed in the event of an accident. Ensure your agreement: 

• States who is responsible for obtaining insurance 
• Clarifies who pays deductibles 
• Provides instructions in case of a claim 

4. Early Termination Confusion 

Without a proper termination clause, either party may suffer financial or legal consequences. Your agreement should: 

• Define valid reasons for termination 
• Set notice periods and procedures 
• Include refund or fee policies 

Using AdminTech’s platform minimizes these risks by guiding you step-by-step through the necessary legal clauses, ensuring you don’t overlook critical details. 

Prepare a Lease Agreement with AdminTech

At AdminTech, our mission is to make legal processes fast, affordable, and legally sound – especially for Swiss businesses and professionals who need valid documents without investing hours of time or paying expensive legal fees. 

With our AdminTech contract builder, you can: 

• Create a fully compliant lease agreement in just 7 minutes
• Answer simple, guided questions – no legal expertise needed
• Download a professionally formatted PDF, ready to sign 
• Ensure all Swiss legal requirements are met 
• Save time, avoid disputes, and protect your interests 

Whether you’re renting out company cars, managing a car-sharing fleet, or simply loaning a vehicle temporarily, AdminTech gives you the tools to do it safely and professionally. 

The closing of financial statements is often associated with complexity, stress, and tight deadlines. That’s the time when fiduciaries must reconcile financial records, finalise balance sheets, review asset depreciation, and manage a lot of other critical tasks.  

Quite often, during the preparation process, you can find out that your client lacks the necessary legal documents. At this point, things get even more difficult, as without some contracts, it’s impossible to verify financial data accurately.  

In this article, we will share with you the legal documents that are essential for the timely closure of the annual financial statements, the key points to cover in them, and the online contract templates that will help you. 

Subordination agreement 

If the company is in a state of over-indebtedness, or when its assets do not cover ½ of the nominal capital and legal reserves, it should ideally file for bankruptcy. If it does not do so, the director may be held personally liable for any future accumulated losses.  

To avoid this, the creditor may sign a subordination agreement. With this document, it’s possible to:  

• Delay repayment of the debt until the improvement of the company’s financial situation; 

• Prevent the creditor from claiming and the debtor from voluntarily repaying or compensating the debt; 

• Allow interest to accrue without payment while the debt is subordinated; 

• Prioritise repayment to other creditors in case of the company’s bankruptcy.  

 
The best time to create the subordination agreement is at the beginning of the year while closing the financial statements.  

Key points to cover in the subordination agreement 

While preparing the contract for the subordination of claims, you’ll be asked to include the following information: 

• The date when the debt amount is recorded; 

• The origin of the debt, its currency, and amount; 

• The subordinated amount, its currency, and suspension or waiver of interest. 

Subordinated loan agreement  

When the company is facing excessive debt and wants to get an additional loan, it can enter into a subordinated loan agreement with a shareholder or related party to secure the necessary funding. This contract focuses specifically on outlining a supplementary loan, its subordinated amount as well as the conditions under which it will be paid back. Thanks to the subordinated loan agreement, it’s possible to:  

• Allow the borrower to access additional capital despite existing debt; 

• Delay repayment of the loan until the improvement of the company’s financial situation. 

The best time to create the subordinated loan agreement is at the beginning of the year while closing the financial statements. 

Key points to cover in the subordinated loan agreement 

Once you come to the preparation of the subordinated loan agreement, you should include the details about: 

• The amount of the loan, its currency, and the date from which it is granted; 

• The subordinated amount and its currency. 

Additionally, it’s possible to specify a precondition. But this point is rather optional and is used when a lender wants to ensure that certain conditions are satisfied before granting the loan. 

Shareholder’s borrowing agreement 

In reverse, if a shareholder owes a debt to the company (for example, a loan, personal invoices paid by a company card, etc.), the tax administration may request a shareholder’s borrowing agreement. This document clearly states loan details and allows parties to:  

• Settle financial obligations; 

• Outline the repayment terms; 

• Apply a minimum interest rate, which is recalculated annually. 

The best time to create the shareholder’s borrowing agreement is at the beginning of the year while closing the financial statements. 

Key points to cover in the shareholder’s borrowing agreement 

During the creation of the shareholder’s borrowing agreement, it’s necessary to add the loan specifics such as: 

• The borrowed amount, its currency, and the date from which it is granted; 

• The deadline by which a borrower is expected to repay the loan; 

• The interest rate applicable to the loan and the frequency of its payment. 

Additionally, parties can add the precondition details, as well as the bank accounts into which the loan shall be paid and repaid.  

 
Minutes of the annual general meeting 

Within 6 months from the end of the financial year, the financial statements must be approved by the shareholders’ meeting. Following that, the AGM minutes must be prepared and signed. This document serves as the official record of the approval process and financial decisions made during the meeting.  

 
Please note that the company is required to sign AGM minutes even if it has only one shareholder. 

The best time to create AGM minutes is once the annual general meeting has been held.  

Key points to cover in the minutes of the annual general meeting 

The AGM minutes must provide a detailed summary of the main discussions, decisions, and resolutions made during the meeting. Consequently, it’s necessary to include the information regarding: 

• The place, date, and time of the meeting; 

• The minimum percentage of members or shareholders that need to be present for the meeting to be valid; 

• Meeting chairman, secretary, and auditor; 

• The approval of the financial statements, legal reserves, dividends, and carry forward; 

• General record of the board of directors. 

Opposition to tax decision 

If a company hasn’t filed its tax return by the deadline, the tax administration may issue a discretionary tax decision, potentially resulting in excessive penalties. In this situation, the taxpayer has only 30 days to submit a written and motivated opposition, together with the tax return itself. The document enables the company to: 

• Contest the discretionary tax decision and possibly reduce excessive penalties; 

• Correct the tax assessments to ensure accurate reporting of tax liabilities in the financial statements. 

The best time to prepare the opposition to tax decision is immediately upon receiving the tax decision. You have 30 days to file your opposition. Failure to do so will result in penalties.  

Key points to cover in the opposition to tax decision 

To correctly file the opposition, you should cover such points as: 

• The tax decision; 

• Elements of taxation; 

• Elements of the declaration. 

Please note that during the preparation of the opposition, it’s important to cite the correct federal and cantonal laws on tax procedure.  

Using online contract templates on AdminTech, you can create: 

Réclamation contre taxation d’office pour Genève (personne morale); 

Réclamation contre taxation d’office pour Genève (personne physique); 

Réclamation contre taxation d’office pour Vaud (personne morale); 

Réclamation contre taxation d’office pour Vaud (personne physique). 

Prepare your contracts easier and faster with AdminTech’s dynamic contract engine  

Have you discovered that your client is missing an important document? There is no need to worry. You can easily create the needed legal paper with AdminTech’s online contract templates. The only thing you need to do is to get all the required details from your client and then enter them into the fields. Our dynamic contract engine will automatically adapt the contract and ensure that it complies with Swiss legal standards. 

If the information is still incomplete, you can start by creating a draft and finalise the document once all the details are in place. In addition to this, you can easily modify the contract without the need to start it from scratch. But please note, these features are only available when you have a subscription.  

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AdminTech team is always ready to help you with legal agreements and ensure their legal compliance