Car Hire Frequently Asked Questions
What is included in the cost?
Unless we advise otherwise, all car hire prices that we quote are ‘all-inclusive’ and will include a minimum of the following:
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Collision damage and theft waivers, CDW in the US and Canada
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Third party liability in accordance with legal requirements at your destination, SLI in the US ($1,000,000 third party liability)
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Airport/location fees
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Local taxes on the above items, including environmental taxes in the USA
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Unlimited mileage within the country where the hire vehicle is collected
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Some car hire rates that we quote may have additional benefits such as ‘free extra driver(s)’, ‘no excess’ or other features. Up-graded ‘Gold’ rates in the USA and Canada usually include additional drivers and the first tank of fuel. Please read your quotes carefully.
Any other charges when collecting our hire car?
The simple arrangement above means that there are unlikely to be any other compulsory charges when collecting your hire car.
Rental companies offer a range of additional services for which local charges apply but these are mostly optional. These are services such as extra drivers, young drivers, baby/child seats, one-way rentals, etc. There are occasionally compulsory local charges and we will do our best to advise you where we are aware of these.
For instance a charge of $2.50 per day (maximum $12.50 per rental) currently applies to all rental cars collected at Orlando International airport in Florida.
What documents do I need when collecting my rental car?
When collecting your rental car you should have a minimum of the following documents available – the pre-paid voucher, the original of your driving licence (including the paper part for a UK photo-licence), International Driving Permit if required, your passport if you are collecting your abroad or other ID as advised if collecting the car in your home country and a major credit card in the name of the lead driver.
Rental company terms and conditions state that pre-paid credit cards, debit cards, cash and travellers cheques will not be accepted. Some rental companies do not accept American Express or Diners Club.
What about licence requirements for drivers?
All drivers must hold a FULL licence. Drivers must have held a full licence for at least 1 year but this can be up to 5 years. The original of your licence must be presented when collecting your car, no form of copy is accepted. In some cases an International Driving Permit will be required in addition to the national licence. An IDP is NOT accepted instead of the national licence.
Drivers should ideally have a clean driving record. ALL motoring offences, convictions and points must be advised before booking a hire car as some offences are not accepted. For instance anyone with a drink-driving conviction will not be permitted to hire a car for a minimum of 5 years from the time of conviction. Up to 6 points for speeding does not normally create a problem but must be advised. Failure to advise a conviction or points may result in collection of your rental car being refused, possibly without refund.
Excess/deductible
Most car rental contracts involve an excess/deductible in the event of an accident or theft of the vehicle. The level of excess/deductible varies but can be as high as 2,500 euros or over AUS$3,000. This sum is secured on the lead drivers credit card which must have a sufficient level of available credit. Some rates that we offer have a ‘no excess’ benefit which is a very popular feature. Alternatively rental companies normally offer an optional waiver against this liability for a local charge when collecting your car. This is sometimes referred to as ‘Super CDW’ or similar. Often this covers the excess/deductible on collision damage only.
Alternatively an independent Excess Refund policy can be purchased before your departure. These usually provide more comprehensive cover than the product offered by rental companies and the annual version can be excellent value for people that rent cars on a regular basis.
There are several areas of a hire car that are not insured. A ‘no excess’ feature in the rate does not apply to these areas. These areas are typically glass, wheels and tyres, the underside, the roof and the interior. Repair or replacement of damage to any of these areas is at full cost to the hirer. A waiver against damage to wheels, tyres and glass may be offered by your rental company for a local charge. Some rental companies have recently introduced a compulsory deposit against the non-payment of parking and speeding fines and damage to uninsured areas of the car.
Please note that you are not insured if you have an accident whilst under the influence of drink or drugs, or if the cause is wilful or negligence. Rental cars are not insured for off-road use – this includes SUVs, 4x4s and Jeeps.
Age limits for drivers
Minimum age limit for drivers is usually 21 years although there are variations in some cases. There is often no upper age limit for drivers but it can be as low as 65 years.
It is recommended that you advise us of any drivers age 65 and over or 24 and under before booking. Drivers under 25 are usually subject to a local young drivers supplement and there may be restrictions on the types of car that they can drive. The main exception to this is on the Spanish Costas where some companies currently do not charge extra for young drivers.
Extra drivers
Extra drivers can be added to a car rental contract. This is done when collecting the car and a local charge will apply unless there is a ‘free additional driver’ feature in the rate chosen. All additional drivers are subject to the same licence requirements as the main driver.
Specification of Cars
All car hire quotes are for manual cars unless an automatic is requested except in the US and Canada where all rental cars are automatic.
Automatics are often available although the choice and availability is more limited than for manual cars and often the cost is higher. Fuel type, i.e. petrol or diesel, is generally at the discretion of the rental company at the time of collection. Cars are supplied by class, not make and model and any make/model indicated with our rates is for guidance only. The vast majority of rental cars have air-conditioning. Sat. Nav. is available in some cases, normally as an option at extra cost, very occasionally as part of the specification of a class of car. Sat. Nav. Systems may only be available at a limited number of locations only and they may not be available for one-way rentals, or an extra charge will apply. For another Sat. Nav.
One-way rentals
In other words collecting a car in one location and returning it at another. This can normally be arranged where the locations are within the same country. One-way rentals must be agreed at the time of booking and a local charge sometimes applies. International one-way rentals, where a car is returned in another country, are more difficult to arrange but we have arranged many. The charge for these arrangements can be high and not all vehicles are available for these journeys. There may also be limitations on the offices where a vehicle can be collected and returned and also on the combination of countries concerned.
Cross-border travel
Taking a car into another country and then returning it to the original country. This is often permitted, especially in Western Europe and between the USA and Canada. The rental company must be advised at the time of booking. Often there is no additional charge. Occasionally some types of hire car may not be permitted out of the country. Some combinations of countries are not permitted e.g. US cars are not allowed to be taken into Mexico.
Fuel arrangements
The usual fuel arrangement for a hire car is that it is supplied with a full tank of fuel and should be returned with a full tank. A security is taken on the lead drivers credit card to cover charges if the car is returned with less than a full tank. It is now common on the Spanish Costas, throughout the USA and in the UK for cars to be supplied with a full tank and should be returned empty. The full tank is paid for when collecting the car. Where this system applies, short hires of usually 3 days or less revert to the full-full arrangement. A small number of rental companies use other arrangements such as part-full to empty, part full to part full, etc.
Special requests
Car rental companies will usually do their utmost to meet any reasonable request. We have had requests such as a particular make/model of car, type of fuel and for a particular colour. However such requests do not form part of the rental contract and failure to meet a request does not constitute grounds for compensation, cancellation or refund.
How soon should I book my hire car?
As soon as possible. Car rental companies do not offer ‘book late, get it cheaper’ deals as airlines often do. Many classes of car, especially people-carriers, convertibles, automatics and SUV/4x4s are in very limited supply and late booking at any time of year often means that these cars are already sold out. Family and economy cars can also sell out, particularly during peak holiday seasons. Many of the companies that we work with accept a deposit only on booking and the balance much closer to the rental date in order to make early booking much easier.
Any other advice or information?
Book a car that is suitable for your needs and party. For instance an economy car is unlikely to be comfortable for a party of five, especially five adults. If you are travelling a long distance you will not want luggage on your knee – choose a car with enough luggage space, especially as very few rental companies now supply roof racks.
People-carriers only have limited luggage space if all seats are used by passengers. Be careful when booking people-carriers as they may not have the same number of seats as at home. An Opel Zafira or a Ford S-Max are sold in the UK as seven-seaters, but as hire cars in Italy they are listed as only having five seats. Do not carry more people than the car is insured for as this is both illegal and invalidates the insurance. It is often as cheap, or sometimes even cheaper, to have two smaller cars than one big people-carrier.
Check that a car rental office will be open at the time you require before confirming any other arrangements. Offices at major airports may open for extended hours but those in other locations usually do not. This includes rail stations, including those in major cities, ferry ports, offices in local towns and sometimes the secondary airports served by some low-cost airlines. These locations often open only during normal working hours, which can mean that they will be closed during lunchtime or siesta, in the evenings, all day Sundays and sometimes even Saturday afternoon.
When choosing your hire car consider the type of environment that you are visiting. Convertibles will not be available in cold climates. Small cars with small engines are not great for mountainous areas or long journeys. Big vehicles are difficult in areas with
narrow and twisty roads.
Some car rental offices only have a limited choice of cars. Enquire whether the type of car you require is likely to be available at your destination, and if it is book it as soon as possible.
Ferries – rental companies often do not permit their cars to travel on ferries. Where ferry travel is permitted often the car will not be covered by insurance whilst on the ferry.
The information above is for general guidance only and is not intended to be definitive. If you have a question that is not listed above, please contact us
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