Most problems with airport car hire can be traced back to something that could have been checked earlier: a debit card the desk will not accept, a deposit larger than expected, a fuel policy that costs more than it seemed, or a scratch that was there before you collected the car but was not on the paperwork. This checklist works through the process in order, from choosing a rental to getting your deposit back, so you can deal with each point at the right time.
Before you book
Check you meet the driver requirements
- Age. Many companies charge a young driver surcharge for drivers under 25, set a higher minimum age for larger or premium cars, and some apply limits or extra charges for older drivers. Check the terms for every driver who will be named on the agreement.
- Licence. Most companies require you to have held a full licence for at least a year, sometimes longer. If you hold a UK photocard licence, you do not usually need an International Driving Permit in EU countries, but rules differ for paper licences and for some destinations, so check before you go.
- Payment card. Most rental companies need a credit card in the main driver’s name for the security deposit. Some accept debit cards only with conditions, such as buying their own excess cover, and some do not accept them at all.
Read the terms that cost money
- Fuel policy. Full-to-full, where you collect and return the car with a full tank, is usually the fairest option. Pre-purchase policies charge you for a full tank up front, often with a service charge and no refund for fuel you do not use.
- Excess and deposit. Note the excess, which is the most you would pay towards damage or theft, and the deposit that will be held on your card. Our guide to car hire excess insurance explains your options.
- Mileage. Most leisure rentals include unlimited mileage, but some, particularly one-way or long rentals, cap it.
- Cross-border and ferry travel. Driving into another country or taking the car on a ferry usually needs permission and may cost extra, for example taking a Spanish rental into Portugal.
- One-way fees, additional drivers and extras. Child seats, extra drivers and satellite navigation are usually charged per day, often up to a maximum. Add them up before comparing prices.
Check the pick-up location and opening hours
“Airport” can mean a desk in the arrivals hall or a depot a shuttle ride away. At busy holiday airports such as Málaga, Alicante and Faro, many companies operate from off-airport sites with a shuttle bus, which adds time at both ends. At Miami, the rental companies share a separate Rental Car Center reached by the airport’s own train. Off-airport is not necessarily worse, but you should know in advance.
Check the desk’s opening hours against your flight’s arrival time, and add your flight number to the booking so the company knows if you are delayed. Some companies charge an out-of-hours fee or will not hold a car beyond a set time.
Before you travel
- Save or print your booking voucher and note exactly what it includes: cover, fuel policy, mileage and any prepaid extras.
- Pack your driving licence, passport and the credit card used for the booking. Every driver needs their own licence at pick-up.
- If you hold a UK licence, some companies ask for a DVLA check code so they can see any endorsements. You can generate one online and it is valid for 21 days, so do it shortly before you travel.
- Read up on local rules: tolls, low-emission zones and required equipment. Portugal has electronic-only tolls on some motorways, many Florida toll roads are cashless, several Spanish cities have low-emission zones, and French cities may require an air-quality sticker. Our airport pages, such as Lisbon and Orlando, include local driving notes.
- Download offline maps for the area and bring a phone mount and charging cable.
- If you have bought standalone excess insurance, bring the policy details.
At the rental desk
- Compare the agreement with your voucher. Check the car group, fuel policy, excess, deposit, mileage and extras before you sign, and query anything that does not match.
- Decide on extras in advance. Staff may offer upgrades and extra cover. Know before you arrive whether you want the company’s excess cover, so you can accept or decline without pressure. If you decline, expect a larger deposit.
- Ask about the details that catch people out. Which fuel the car takes, how tolls are charged, where to return it, what happens if you return out of hours and whether there is a grace period on the return time.
- Pay in local currency. If the card machine offers to convert the charge into pounds, choosing the local currency usually gives a better rate.
The walk-around: inspect before you drive away
- Record a slow video of the whole car in good light, including the roof, bumpers, wheels, mirrors and windscreen.
- Photograph the fuel gauge and the mileage on the dashboard.
- Check the interior for stains, tears and burns, and open the boot to confirm the spare wheel or repair kit is there.
- Make sure every mark you find is recorded on the damage sheet before you leave. If staff say a mark is too small to matter, ask them to note it anyway.
- Test the lights, wipers, air conditioning and indicators, and check the car carries any safety equipment that local law requires.
During the rental
- Keep fuel and toll receipts until your deposit has been released.
- Park legally and respect low-emission zones. Fines are usually passed on by the rental company with an administration fee, sometimes months later.
- If the car is damaged or breaks down, photograph everything, call the number on your agreement and get a police report if one is required. Do not arrange repairs yourself without the company’s agreement.
Returning the car
- On a full-to-full policy, refuel close to the airport and keep the receipt, which shows the time and location.
- Allow plenty of time, particularly for off-airport returns that need a shuttle, and more in peak season.
- Remove your belongings and shake out sand, as some companies charge for heavy cleaning.
- Ask for the car to be checked in front of you and get a signed or emailed return receipt confirming no new damage and a full tank. If you return out of hours, film the car in the return bay, including the fuel gauge and mileage.
- Check your card statement over the following weeks and query any unexpected charge promptly, with your photos and receipts to hand.
The short version
- Credit card in the main driver’s name, plus licence, passport and voucher.
- Full-to-full fuel, a known excess and a known deposit.
- Pick-up location and opening hours checked against your flight.
- Video and photos at pick-up and return.
- Receipts kept until your deposit is released.
