Before signing: read the contract
Check on the document that the model or category, the return location and date, the stated fuel level, the excess and the registered drivers all match. Correcting a detail before signing is far easier than arguing about it afterwards.
Check the extras that appear as well: additional cover, a second driver or a toll device may already be on the document. If you did not ask for them, have them removed before you sign.
Walking round the car, methodically
Walk round the vehicle in the same order every time, starting at the front number plate and moving clockwise for instance. A fixed order stops you skipping a side in a hurry.
Check bumpers, doors, mirrors, lights, glass and wheel rims. Pay attention to the areas at eye level, because parking scuffs concentrate there.
The areas almost nobody looks at
The roof, the underside, the back of the tailgate and the area around a towbar are routinely missed. Those are precisely the parts commonly excluded from cover, so damage there is charged in full.
Crouch down briefly beside each wheel and look at the tyre sidewalls. A sidewall cut is a frequent kind of damage on narrow roads and is almost never covered.
Everything you find must be in writing
Every piece of damage you find belongs on the handover form before you leave the bay, with its position and its type. A verbal assurance from staff is worth nothing as evidence weeks later.
Ask for a signed copy or photograph the completed form. That document is the reference against which the car’s condition will be compared at return.
Useful photographs rather than many
Photograph the four corners diagonally, each piece of damage close up, the dashboard with the ignition on and the interior. Make sure the number plate is visible in one of them, so the images can be tied to that car.
A short video walking round completes the set nicely. Keep the material at least until you see the deposit released and the final invoice settled.
The equipment is part of the check
Confirm the spare wheel or repair kit, the jack, the hi-vis vests, the warning triangles and the vehicle documents are all there. In some countries several of these items are compulsory and their absence is penalised against the driver.
If you booked a child seat or a navigation mount, check they are present and working before you set off. Claiming for an extra that was never supplied becomes far harder once the trip is under way.
Before you actually drive away
Adjust the seat and mirrors, find the lights, the wipers and the fuel filler release, and check whether the car is automatic or manual. An unfamiliar model is easier to get to grips with in the car park than at the first roundabout.
Look as well at whether any warning light is showing on the dashboard. If one is, report it at the counter before leaving and have it recorded.
Starting mileage and fuel
Photograph the odometer together with the fuel gauge, ignition on, so both appear in the same frame. That gives you a starting value for fuel and for mileage alike.
If your rate carries a mileage cap, that value lets you check the calculation on the final invoice. Confirm too that the starting mileage stated in the contract matches the photograph.
The interior counts as well
The cabin is recorded just as the bodywork is. Stains on the seats, burn marks, a broken cup holder or a missing floor mat can each be billed as a separate item later.
Check also how clean the car is when handed over. Where the contract imposes a cleaning obligation, a few interior photographs showing the state you received it in head off a cleaning charge at return.
The return, with the same care
Arrive with a little time in hand, collect your belongings and repeat the walk round and the photographs, including the dashboard with mileage and fuel level. Have the condition countersigned if staff are present.
Always ask for a return receipt showing date and time. It is the evidence of the exact moment the car stopped being your responsibility.
Out-of-hours returns and the final invoice
On a night-time return nobody inspects the car with you, so your own documentation is all that remains. Photograph the parked car, the dashboard and the place where you leave the key, with the time visible.
Keep everything until the final invoice arrives and you see the deposit released. If an unexpected charge appears, dispute it in writing quoting the contract number and attach your photographs and receipts.
Checklist
- Check category, dates, excess and drivers before signing
- Have any extras you did not request removed from the contract
- Walk round the vehicle in the same order every time
- Check the roof, underside, tailgate and tyre sidewalls
- Record every piece of damage on the form before leaving the bay
- Keep a signed copy or a photograph of the completed form
- Photograph the four corners, the damage, the interior and the dashboard
- Check spare wheel, jack, vests, triangles and vehicle documents
- Confirm child seats and other booked extras before setting off
- Report any warning light on the dashboard at the counter
- Photograph the odometer and fuel gauge in the same frame
- Record interior stains and missing items on the form as well
- Repeat the photographs and the walk round at the return
- Ask for a return receipt showing date and time
Frequently asked questions
How long should the initial check take?
About ten minutes is usually enough with a fixed order. It is time well spent, because damage not recorded before you leave the bay becomes very hard to argue about weeks later.
What should I do if I find damage that is not on the form?
Have it recorded in writing with its position and type before setting off, and photograph it. A verbal confirmation from staff is not evidence when a claim arrives later.
Which photographs are actually useful?
The four corners diagonally, each piece of damage close up, the interior and the dashboard with the ignition on. It helps if the number plate appears in one shot, tying the images to that car.
Why check the roof and the underside?
Because they are areas almost nobody inspects and are commonly excluded from cover. Damage there is charged in full, even if you bought an excess reduction.
What equipment should I check?
Spare wheel or repair kit, jack, hi-vis vests, warning triangles and vehicle documents. In some countries several of these are compulsory and the penalty for their absence falls on the driver.
How do I protect myself on an out-of-hours return?
With your own documentation: photographs of the parked car, of the dashboard with mileage and fuel, and of where you leave the key, with the time visible. Nobody inspects the car with you at that moment.
How long should I keep photographs and receipts?
At least until the final invoice arrives and the deposit shows as released. Damage charges can surface weeks later and a dispute is hard to sustain without that material.
What should I do about an unexpected charge?
Ask in writing for a breakdown of the item and the amount and compare it with your handover form and photographs. Then dispute it in writing with the company, quoting the contract number.
Can I refuse the car I am offered?
You can ask for a different vehicle if the one provided does not match the category booked or has a significant fault. Raise it at the counter before signing and before leaving the bay, because afterwards it becomes a complaint.
Am I guaranteed the exact model I booked?
No. A booking normally secures a vehicle category rather than a model, and a different car from the same category is routine. If a decisive feature such as boot space or transmission is not met, raise it at the counter before signing.
What should I do if the car breaks down during the rental?
Call the assistance number in the contract before arranging any repair yourself. Unauthorised work may not be reimbursed, and the company generally has its own approved garages and procedures.