Fleet News

Daily rental: Essential rental reading

THE increasing use of daily rental as part of company motoring is creating a greater need for communication from fleet operators.

Drivers need to be aware of what is included as part of a rental package – and it is up to the fleet manager to ensure the information is passed on to them. In a bid to make drivers more aware of the inclusions in rental contracts, the British Vehicle Rental and Leasing Association (BVRLA) has produced a new guide to renting vehicles.

Although the guide is aimed at consumers, the BVRLA says it can be used for any driver using a rental vehicle and is an ideal checklist for fleet managers to pass on to drivers.

John Lewis, director general at the BVRLA, outlined some of the key points drivers should be aware of when using rental vehicles.

He said: ‘Check the car over before you drive away and make sure that any damage is noted on the rental agreement by the rental company. Just as importantly, when you take the car back, make sure the rental company inspects it and you both agree if there is any additional damage on the vehicle. This is the only sure way to avoid any disagreements on damage.

‘Drivers should also carry out the other parts of the rental agreement such as returning the car with a full tank of fuel, if that is what is stipulated. Expect a charge otherwise. And, while rental companies do not expect vehicles to come back immaculately clean, they will charge if they show signs of misuse or excessive dirt, such as heavily soiled carpets.’ The BVRLA’s guide contains advice on renting including insurance, damage, return condition, fuel and what to do in the event of a complaint.

The key points from the guide can be given to drivers to ensure a hassle-free rental.

Rental checklist

Rental agreement

  • Is unlimited mileage included?
  • Are there any restrictions such as specified return times?
  • Is the vehicle mileage recorded on the rental agreement both on collection and return?
  • What happens if the vehicle breaks down?
  • Is any necessary paperwork kept inside the vehicle?

    Vehicle condition

  • Inspect the vehicle for damage and note any damage on the rental agreement before signing it
  • Check the spare wheel and tools
  • When returning the vehicle, ensure it is inspected by the rental company before signing the rental agreement
  • Do not load the vehicle above the manufacturer’s maximum weight recommendation


  • If the rental vehicle is covered under the company’s insurance, fleets will have to demonstrate that the insurance is valid. Inform the daily rental company prior to the rental
  • If covered by the rental company, check what is actually covered
  • How much excess would have to be paid
  • Is collision damage waiver (CDW) included? (This can be purchased prior to the rental and reduces the amount of excess paid)
  • Are there insurance exclusions e.g. windscreens or tyres


  • Check what type of fuel the rental car uses to avoid mis-fuelling
  • What is the re-fuelling policy, does the car have to be returned with a full tank?

    To view the full guide on renting visit www.bvrla.co.uk and click on ‘Guide’.

  • Fleet Panel, in association with the AA.
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