Vehicle scratches, dents and scuffs can all result in a charge from a hire company, unless you can prove that you weren’t responsible for the damage. Hire companies can also charge for things such as exceeding their mileage allowance or not following their fuel policy.
Essential Checks for Hire Vehicles
Fortunately, there are steps you can take when you first receive the hire vehicle and before you return it to help prevent these charges.
Before You Drive the Hire Vehicle
You should make yourself or a company representative available for the handover so that you can sign the vehicle inspection report upon delivery. If no handover takes place, it’s crucial to thoroughly document and photograph the vehicle’s condition before driving, to ensure clear evidence is available if needed.
Even if the inspection report is signed, it’s best to follow the steps below to protect against any disputes that could arise once the vehicle has been returned:
Inspect the vehicle
Walk around the entire vehicle looking for any signs of damage, including any scratches, dents, scuffs or problems with the tyres. Remember to check inside the vehicle too to see if it’s clean or if there are things like tears in the upholstery or damage to the roof lining.
If you’re hiring an electric vehicle (EV) or plug-in hybrid electric vehicle (PHEV) make sure you check that the charging cable is in the boot.
Take photographs
If you spot any damage, take photos of it from different angles as well as close-up. It doesn’t matter how minor the damage appears, take a photograph as it may help you avoid potential charges. It’s also important to photograph the registration plate, the odometer and the fuel level or the level of charge if it’s an EV or PHEV.
Even if there is no damage present on the vehicle, it is important that you still take and store photographs of the 4 angles of the exterior, as well as the front, rear and dashboard of the interior.
Save or email the photographs
If you discover any additional damage on the vehicle that isn’t noted on the inspection report, please email the photos to your Grosvenor / IFM driver services team, immediately after taking them.
The hire company must be informed of any issues within one hour of delivery to help avoid potential charges.
Before You Return the Hire Vehicle
You are responsible for returning the vehicle in the same condition as it was delivered, so ensure that you:
Refuel or charge the vehicles
Check the photograph you took when the vehicle was delivered to see how much fuel or charge it had and ensure you return it at the same level, as well as checking that the charging cable is in the boot.
Delete personal data
If you’ve connected your mobile phone via Bluetooth or used the sat-nav, it’s important that you delete any personal data.
Take photographs
Make sure you photograph the entire vehicle, including the interior (front, rear and dashboard) and exterior (front, rear and side panels). Please ensure that these images are saved in the event of any dispute.
Clean the vehicle
The rental company won’t expect the car to be valeted but if it’s too dirty to inspect the exterior this could cause issues. They could also charge if the interior requires cleaning.
Arrange key handover
Collection times may vary so it is important that either yourself, a colleague or a trusted person is available for collection. If returning to a garage or service centre, note the name of the person receiving the keys. If you need further advice, please contact your Account Manager.
What Can Hire Companies Charge For?
- Administration – e.g., charges for processing and forwarding fines.
- Aborted deliveries – if you fail to give one working day’s notice that the vehicle is no longer required, or the rental company cannot successfully complete the delivery as instructed.
- Aborted collections – if the vehicle or keys are unavailable, or if notice is not given at least one working day in advance that the collection is not required.
- Excess mileage – if the vehicle exceeds the mileage allowance.
- Missing fuel/charge – if the vehicle is returned with less fuel or charge than upon delivery.
- One-way fees – if you have different delivery and collection locations.
- Out of hours fees – if delivery and collection is outside of working hours.
- Vehicle damage – this can include charges for loss of use.
The advice in this guide may help you avoid charges but doesn’t guarantee you won’t be charged, especially if you fail to take good care of your hire vehicle.
Questions?
If you need more information about hire charges, please contact your driver services team.
Need More Information?
For more information about avoiding hire vehicle charges, get in touch with our expert team.
Our Driver Services team is always here to help. Contact the team by phone or email:
Email: info@ifmfleet.co.uk
Phone: 01536 536 590
