What Evidence Should I Keep When Hiring a Rental Car?

What evidence should I keep when hiring a rental car?

Take photographs or a continuous video of the vehicle before you drive away and again immediately before return. Keep the agreement, condition report, return receipt and any emails or messages about the vehicle. Good contemporaneous evidence can be critical if a damage claim is later made.

What should I record at collection?

Before leaving the collection point, record:

• Every external panel, bumper, wheel and windscreen.
• Existing scratches, dents, chips and interior damage.
• The odometer and fuel gauge.
• The vehicle registration and the car-park or collection location where practical.
• The signed or electronic condition report.

A slow, continuous video can be useful because it shows the vehicle’s condition in context. Ensure the footage is clear and backed up.

What should I record at return?

Repeat the walk-around before handing over the keys. Photograph the fuel gauge after refuelling and retain the fuel receipt. Ask for a return receipt or written confirmation of the vehicle’s condition if available.

What if the rental company claims damage later?

Ask for the allegation in writing. Request an itemised account, the condition reports, photographs, repair quotation or invoice, and the contractual term relied on. Compare that material with your own records.

Whether an excess, repair charge or GST amount is payable depends on the contract, the facts and the legal character of the charge. Do not assume that every charge is valid or invalid without reviewing the documents and obtaining advice where the amount is material.

Should I check my own insurance?

Possibly. Some motor, travel, credit-card or membership products may offer rental-car cover, but the scope, exclusions, excess and claims process differ. Read the policy before relying on it.

Hear the rental-car dispute discussion in Legal Matters: drones, rental cars and parenting relocation .

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