Hiring a car or van for a trip

Plenty of people hire a car or a van for a holiday, a house move or a weekend away.

A little preparation makes the collection quick and the return easy.

These notes follow guidance from GOV.UK and from the British Vehicle Rental and Leasing Association (BVRLA), the trade body for rental and leasing firms. The BVRLA counts over 11 million car rentals and 5 million van rentals in the UK each year.

Booking the right vehicle

Look closely at what the quote includes. Many companies quote a basic price that leaves out extras such as child seats, a sat-nav or an additional driver.

Many rental companies set a minimum and maximum age for drivers, often 21 and 75. Drivers under 25 may pay more. Some ask that you have held your licence for at least a year.

A car licence (category B) passed on or after 1 January 1997 covers vehicles with up to 8 passenger seats. The vehicle's maximum authorised mass can be up to 3,500kg, or 4,250kg for an electric or hydrogen vehicle.

What to bring to the desk

Bring your driving licence and the credit card you booked with. The card needs to be in the main driver's name. Many companies take only a credit card, because they hold a security deposit on it.

Drivers with a licence from England, Wales or Scotland can create a licence check code on GOV.UK. It lets the hire company see your driving record, and it lasts 21 days. You need your licence number, your National Insurance number and the postcode on your licence. Drivers with a Northern Ireland licence show the paper counterpart instead.

Knowing what you are covered for

Every vehicle on the road must have third-party insurance. A Collision Damage Waiver and Theft Protection limit what you pay after damage or theft to the excess shown on your rental agreement.

The rental company may offer an Excess Waiver, which usually takes the excess down to nothing. An excess policy bought from a separate insurer works differently. You still pay the excess to the rental company and then claim it back.

Waivers can leave out the roof, windscreen or tyres, so read the terms.

Collecting and returning the vehicle

Walk round the vehicle before you drive away. Make sure every chip, dent and scratch is on the inspection report, and take photos or a video. If you collect in poor light or bad weather, look again as soon as you can and tell the company about anything new.

Remember which fuel option you chose, so the tank comes back at the right level.

Leave time on the way back to check the vehicle with a member of staff. If you drop the keys off out of hours, you stay responsible for the vehicle until the company inspects it.

Fines, parking charges and tolls during the hire are yours to pay, usually with an admin fee.

Driving a hire vehicle abroad

Tell the company when you book that you plan to go abroad. Some companies do not allow certain countries, and most charge a fee.

A hired or leased vehicle needs a VE103 vehicle on hire certificate to be driven abroad. The rental company provides it. It is the only legal alternative to the vehicle log book, and a letter or photocopy will not do.

With a UK photocard licence, you do not need an international driving permit in the EU, Switzerland, Norway, Iceland or Liechtenstein. Other countries may ask for one, and GOV.UK lists which type each country needs.

When you hire a car, checking you have the right equipment for each country is your job. Many countries ask for a reflective jacket and a warning triangle. Some European cities ask for an emissions sticker, which you may need to buy weeks before you travel.

If something goes wrong

Start with the rental company's own complaints process. If you rented from a BVRLA member in the UK and things are still not settled, the BVRLA runs a free dispute service approved by the government. For a rental in Europe, the European Car Rental Conciliation Service may be able to help.