Your easy 4-point checklist for returning a hire car
Returning a hire car doesn't have to be stressful. If you want to save yourself time and money, check out our 4-point guide.
You've done all the research and you're confident that you've chosen the right car hire firm. You're aware of the checks and paperwork needed and where to collect the car.
But have you considered the protocol surrounding the return of your hire car?
You're not alone. Many people are well-versed in the dos and don'ts of picking up a hire car but don't give much thought to returning it.
However, being well prepared for the return journey can pay dividends. Follow these four steps to ensure a smooth and stress-free rental experience – right up until you hand back the keys.
1. Check the car is in good condition
OK. We're bending the rules a little bit (already). This is something you should do before you drive off for the first time.
A car in constant use will suffer from general wear and tear. It will pick up various scuffs and scratches and even minor dents. When you pick up the car, the handover documents should include a damage record that indicates these battle scars.
Check these itemised records carefully and then conduct your own inspection, taking photos of the car and any existing damage. If you find a ding that's not listed, bring this to the attention of the staff. Make sure that this is now logged on your documents and their records before driving the vehicle away.
To be 100% thorough, you should photograph or video the following:
- The front, rear and sides of the car
- The lights
- The windscreen
- The tyres
- The interior, including the fuel gauge and mileage indicator
If the conditions are dark, ask a staff member to move the car under a streetlight if possible or use a torch to inspect it. Keep all photographic evidence for a few weeks.
View this in a positive light. A reputable company will appreciate your diligence as it's proof that you wish to return the car in the same condition as collection.
We may be eager to set off on our journey or holiday. However, by arriving early and allowing time for these checks we can avoid any future problems.
At MVH Rental, we take pride in our fleet and our vehicles are maintained to the highest standard, receiving a full valet and safety check before we hand over the keys. For your own peace of mind, however, we would still recommend the above advice.
2. Do the same checks when you return the car
So, now it's time to return the car.
Repeat the procedure again, inspecting the car for damage inside and out – and retaking the same photographs.
However careful you have been, there may be damage that you are not aware of.
Has someone opened their door into yours causing a small dent or is there a scuff on your bumper? Has a chip caused windscreen damage that wasn't immediately obvious?
Did the children neglect to tell you of a spilt drink on the back seat? Did a chocolate bar melt in the glove compartment?
Using a car for a few days will naturally cause dirt and splashes on the exterior and dirt and mud on the interior. This is to be expected and you are not required to thoroughly clean the car before returning it.
You are aiming to return the car to us as close to collection condition as possible. But few car rental companies will quibble about a teensy bit of mud.
But what if you have, unfortunately, caused some damage?
Inform the hire car company as soon as possible – first when it occurs and again when returning it. Show the agent the damage and photograph it, once more making sure it's logged correctly.
Hire car costs include basic insurance with the option for further coverage, such as a CDW (collision damage waiver), at an extra charge. Ask about the excess when arranging the hire.
3. Fill the tank
MVH Rental and most other car hire companies operate a full-to-full policy. This is standard procedure, removing any doubt about how much fuel to put in before returning it. Cars are sent out with a full tank and therefore it's simple to return it with a full tank.
Try to use the nearest petrol station to the return point, thereby using as little fuel as possible between filling it up and returning it. An online map will be useful for this.
Get a receipt and don't forget to include a photograph of the fuel gauge as proof of compliance.
4. Return the vehicle on time
If you've followed these steps so far, it's unlikely you will incur extra fees.
But what about the actual return time?
Again, it's standard procedure for car hire firms to impose a return time to avoid running over into another 24-hour hire period.
Most rental companies charge late fees.
This is not a money-making gimmick on their part. Getting a vehicle ready for the next customer means spending time cleaning and checking it over, logging paperwork and so on. A late return delays this process, causing anxiety for the cleaning crew and potential inconvenience for the next driver.
But sometimes unforeseen challenges can waylay our plans.
What if we're running late due to heavy traffic – or stuck in a traffic jam due to an accident?
In this instance, it would be courteous to call ahead to inform staff of the problem. This won't guarantee that you won't be charged – but it will help the hire firm plan ahead and avoid problems on their end.
As it's likely you'll be driving in an unfamiliar area, use an online map. It will show you the best route, along with any congestion and an approximate time of arrival.
Checking this out in advance and being aware of the time – in case it's school run time or rush hour – will minimise the risk of being late.
So ideally, arrive early to allow time to return the keys to the desk, along with a copy of the paperwork. Walk around the car with a customer service representative, agreeing that it's fully fuelled and in the same condition as when you hired it.
MVH is an independent Newcastle car hire company that provides reliable, well-maintained vehicles. We aim to make renting a vehicle as smooth as possible. Need to hire a car in the North East? Give our friendly team a call today.
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