As the leading company for car and van hire in North Shropshire, we know that renting a vehicle can be a confusing process. From bringing the right documents to fuel policies, there’s a lot to remember before you even drive away.

That’s why we’ve created this straightforward guide to everything you need to know about the rental process, both before your drive and after.

Remember your Documents

When you’re renting a vehicle, it’s crucial that you bring the right documents with you before you can take the keys.

Rental companies will need to see your photocard driving license (or the pre-1998 paper license if you have one). You will usually also need to bring two other forms of ID. Since the paper counterpart was abolished in 2015, you’ll now need to provide the rental company with a “one time access code” so they can check your driving license online.

It is normal for one form of ID to require your signature on it (such as a credit card) and the other must be your proof of address (such as a bank statement or utility bill). So just remember:

• Photocard driving license/Paper driving license
• One time access code
• ID containing your signature
• Proof of address (bank statement/utility bill)

To find out how to generate your one time access code, follow this link to our FAQ page, where you’ll find the web address under “What documents do I need to provide?”.

Check the Excess Mileage Charge

If you’re planning on taking a long journey, then you must remember to ask the rental company what their excess mileage charge is going to be. Speaking to the company in advance helps to avoid surprise charges when you take the vehicle back at the end of your rental term.

Individual companies will have different excess mileage charges, which can range from 4p per mile up to 40p per mile. No one likes to do it, but we always recommend reading the terms and conditions carefully before you sign the contract.

Who will be driving?

You may be the only driver using the vehicle, but if you’re going to be sharing the trip then make sure that the rental company is made aware of additional drivers before you pick up the vehicle.

Any additional drivers need to bring the same documentation that you would supply, and some companies will add a small surcharge for this service. They will need to comply with the same terms and conditions as you do throughout the duration of your rental too.

Registering an additional driver is as much about your safety as it is others. If an unregistered user is driving your car or van and ends up in a collision, then this may void any insurance the rental company previously included.

In the Event of an Emergency

In the unlikely event of an emergency, the main thing to remember is to stay calm.

Make sure you and any passengers are safe, make sure that the vehicle is secure and take note of all names, addresses and contact details of any parties and witnesses involved.

You should call the police as soon as it’s safe to do so, especially if there’s a dispute over which driver was at fault or injured. As soon as possible, contact your rental vehicle provider so that you can fill out an accident report form.

Fuel Policy

Nearly all vehicle rental companies will have a fuel policy. This could range from taking the vehicle back with the same amount as it had when you collected it, to paying a pre-determined amount for an empty tank.

When collecting the vehicle, make sure that the fuel level has been checked and noted by both parties, to avoid any possible disputes in the future. This should be conducted during your pre-rental inspection, where you and one of the members of staff will check the vehicle, taking note of any marks, fuel levels, start mileage and general vehicle condition.

So there we have it, our straightforward guide on what you need to remember when renting a vehicle.

If you have any more questions, then you might find the answers on our FAQ page. If you can’t find what you’re looking for, then we’re more than happy to speak to you directly.

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