A Dubai car rental company with 60 vehicles signs roughly 1,440 rental agreements a year, and every one of them needs a numbered contract, a vehicle inspection sheet signed at handover and another at return, and a payment receipt. Printed properly on carbonless (NCR) sets, that paperwork costs about AED 3,000–4,500 a year — around AED 50–75 per vehicle. Printed badly, it costs you a disputed damage claim. This guide covers exactly what a rental and leasing operation in the UAE should print, the real 2026 prices from our Dubai store, and how to size the order to your fleet instead of guessing.
The five documents every Dubai rental desk prints
1. Rental agreement (A4, NCR 1 + 2)
Three parts: original for the file, one copy for the customer, one for the vehicle or the accounts tray. A4 is the only sensible size — the terms and conditions, the Salik and fine clauses and the signature blocks do not fit on A5 at a readable point size. Full-colour 1 + 2 sets run AED 580 for 10 books, or AED 58 per book.
2. Vehicle inspection and handover form (A4, NCR 1 + 1)
The single most valuable sheet in the business. It needs a line drawing of the car from four angles with enough white space to circle a scratch, a fuel gauge diagram, a tyre and spare-wheel checklist, and odometer and Salik tag fields. Two parts are enough — customer and file. AED 500 for 10 books in full colour, which matters here: a colour diagram gets marked up correctly far more often than a grey one.
3. Delivery and vehicle movement orders
For deliveries to hotels, airport handovers and transfers between branches. Delivery order books from AED 185 — the cheapest insurance against a car leaving the yard with nobody able to say who authorised it.
4. Receipts, deposits and refunds
Receipt vouchers at AED 145 and payment vouchers at AED 145 cover security deposits taken in cash and refunds paid out. Petty cash vouchers at AED 135 handle fuel top-ups and car-wash spend that would otherwise vanish from the accounts.
5. Fine, Salik and toll advice notes
Most disputes with customers after the rental ends are about charges that landed later. A pre-printed advice note with the fine number, date, location, amount and administration fee — issued on a two-part NCR set so the customer holds a copy — closes the argument before it starts. A5 is fine for this one: AED 390 for 10 books.
Real 2026 prices from our Dubai store
All prices VAT inclusive, for the quantity shown. Lead times run from artwork approval.
Browse the full ranges: NCR books, stickers and labels, business cards and presentation folders.
Key tags, fleet labels and the handover kit
Three small items separate a professional rental desk from a back-street one.
Key tags. A branded metal tag on every key fob does three jobs: it identifies the car on the board, it survives being thrown into a drawer for three years, and it goes home with the customer's own keys on a long lease. Real options from our corporate gifts range: rectangle metal key holders at AED 2.66, black metal key holders at AED 3.50, VOULA metal keychain with carbon-fibre look at AED 5.00, OGRE metal keychain at AED 5.50, BELMONTE PU and metal keychain at AED 7.50, and the LEEVI Santhome PU keychain with a tag pocket at AED 9.50 — the tag pocket version is the one to pick if you want the plate number visible.
Fleet and asset labels. Service-due reminders on the windscreen, tyre-change dates inside the door jamb, asset numbers on the key cabinet. Use PVC or vinyl, never paper: a 20 x 10 cm PVC transparent sticker (AED 1.50 each at 300 pcs) survives a Dubai summer on glass, while an 80 gsm paper label will curl within weeks. For small round asset numbers, die-cut vinyl at AED 1.38 each is the right spec.
The document wallet. Hand over the agreement, the Mulkiya copy, the insurance card and the emergency numbers in one printed A4 folder with a pocket rather than loose in a plastic bag. At AED 14.25 each on a run of 100, it is the cheapest thing on this list that a customer will actually photograph.
Sizing the order to your fleet
Work backwards from rentals, not from vehicles. Take your fleet size, multiply by the average number of rentals per vehicle per month, and multiply by 12. A 60-car fleet at two rentals per car per month is 1,440 agreements a year — so you need 1,440 contract sets, 2,880 inspection sheets (one out, one back) and roughly 1,500 receipts.
Then order in quarters, not years. Three reasons, all specific to the UAE: your trade licence details and address change more often than you expect; fine and Salik administration fees get revised; and NCR paper stored in an unconditioned yard office degrades — the carbonless coating becomes patchy after months at 40 °C-plus, which is exactly when a faint second copy becomes a claim you cannot defend. Buy a quarter at a time, keep stock in the air-conditioned office, and reprint when terms change.
One more detail worth the small extra cost: sequential numbering. Ask for it on contracts, inspection sheets and receipts. It takes a dispute from "we think we gave you a copy" to "agreement 04417, signed 14 March, here is the carbon".
How to order
- Send your current forms — even a phone photo of the book you are using. We rebuild them to print specification rather than redesigning your process.
- Specify parts and size: 1 + 1 (two-part) or 1 + 2 (three-part), A4 or A5, one colour or full colour. Tell us the sheets per book you want and whether you need numbering and from which number.
- Decide the language layout. Most rental agreements in the UAE run bilingual: English and Arabic side by side, or English on the front and Arabic terms on the reverse. Arabic sets right-to-left, so the layout is not a mirror of the English one — see our bilingual print design guide.
- Approve a digital proof, then NCR books run about 5 working days. Business cards and stickers run in parallel, so a full stationery refresh lands inside one week.
- Delivery across Dubai and Sharjah, with Abu Dhabi, Ajman, RAK, Fujairah and Umm Al Quwain typically one day more.
FAQ
How many parts should a car rental agreement have?
Three (1 + 2) for the rental agreement: original for the file, copy for the customer, copy for accounts. Two (1 + 1) is enough for inspection sheets, receipts and fine advice notes. Four-part sets exist but in practice the fourth copy is illegible and nobody reads it.
Can I get sequential numbering on NCR books?
Yes — numbering is standard on contract, invoice and receipt books, and you choose the starting number so a reprint continues your existing sequence instead of restarting at 0001. Tell us the last number you issued.
What size should the vehicle inspection form be?
A4. The four-angle car diagram needs the width, and staff marking damage on a cramped A5 diagram will cluster the marks so tightly that they prove nothing later. Full colour is worth the AED 8 per book difference here.
Do you print bilingual Arabic and English rental contracts?
Yes, and this is the most common specification we produce for leasing companies. Arabic needs proper right-to-left typesetting and a font that renders the legal terms correctly — not a translated layer pasted over an English layout. Send us your approved Arabic text and we handle the typesetting.
What is the minimum order for NCR books in Dubai?
Five books — AED 265 for A5 and AED 294 for A4 in one colour. That is a realistic trial quantity if you are changing your form design and want to check it works at the desk before committing to a quarter's stock.
Which sticker material survives on a car in Dubai?
PVC or vinyl. Both handle direct sun and the 45 °C-plus cabin temperatures that cause paper labels to curl and adhesive to bleed. For anything on glass, specify transparent PVC; for metal and plastic trim, matte vinyl. Paper stickers belong on indoor paperwork only.
Get your fleet paperwork quoted
Send us your fleet size and a photo of your current contract book, and we will quote the full set — contracts, inspection forms, receipts, key tags and fleet labels — as one costed list with lead times. WhatsApp +971 52 210 0909 or call 052 210 0909, or order directly from our NCR book range.
Related reading: garages and car workshops: job cards and service stickers, logistics and courier printing, and custom car mats and car branding accessories.
