What Should I Check Before Hiring a Car or Van?

18 Feb What Should I Check Before Hiring a Car or Van?

If you are hiring a car or van, the most important thing you can do is inspect the vehicle, understand the agreement, and confirm exactly what you are responsible for before you drive away. Spending a few extra minutes at collection can protect you from unexpected charges, deposit disputes, or safety concerns later.

At Mayday Vehicle Rentals, we want every customer to feel confident when they leave our site. Whether you are renting for business, moving house, travelling with family, or covering a gap while your own vehicle is unavailable, knowing what to check ensures your hire runs smoothly.

This guide walks you through the essential checks smart drivers make before accepting the keys.

Why These Checks Matter

Many rental problems happen not because of bad vehicles, but because details were misunderstood at the start.

Customers sometimes:

• Miss existing damage
• Forget fuel rules
• Assume insurance covers more than it does
• Overlook mileage limits
• Return vehicles later than agreed

All of these can lead to extra costs.

A simple, organised check at the beginning prevents confusion at the end.

Start with the Paperwork

Before you even look at the vehicle, make sure everything in the agreement is clear.

Confirm driver details

Check that your name, licence information and contact details are correct.

Review hire dates and times

Return times matter. Even a small delay can create additional charges.

Understand the fuel policy

Most rentals require the vehicle to be returned with the same fuel level. If you collect it three quarters full, you should return it three quarters full.

Check mileage terms

Some hires include unlimited mileage, while others set limits. Make sure it matches your travel plans.

Know the insurance excess

This is the amount you could pay if the vehicle is damaged. If you want extra cover, ask before you leave.

If anything is unclear, ask. Rental staff expect questions and would rather clarify than fix problems later.

Licence and Payment Requirements

Make sure you have the correct documents ready.

Usually required:

• Full valid driving licence
• Additional identification if requested
• Payment card for deposit or excess

Having these ready speeds up collection and avoids delays.

Walk Around the Vehicle Slowly

This is one of the most important steps.

Do not rush it. Take your time and be methodical.

What to look for outside

Check:

• Scratches
• Dents
• Scuffs on bumpers
• Marks on alloy wheels
• Chips in the windscreen
• Mirror damage

If you see something, make sure it is recorded on the paperwork.

Take photos

Use your phone to photograph every side, plus close-ups of anything you are unsure about. This gives you proof of the vehicle’s condition when you collected it.

It is quick, easy, and extremely valuable if questions arise later.

Check the Roof and High Areas

Many people forget this.

If you are hiring a van or taller vehicle, look at the roofline and upper corners. Damage here can be missed at return and later blamed on the renter.

Inspect the Tyres

Tyres should look:

• Properly inflated
• Free from obvious damage
• With good tread

If something seems wrong, report it before you leave.

Look Inside the Vehicle

Now move to the interior.

Seats and trim

Check for tears, heavy wear, or stains.

Dashboard

Make sure there are no warning lights displayed.

Controls

Test indicators, headlights, brake lights, wipers, and horn.

Technology

If the vehicle includes navigation or Bluetooth, confirm it is working.

You want to discover problems now, not once you are on the motorway.

Boot or Cargo Area

If hiring a van or using the boot heavily, check:

• Cleanliness
• Damage to lining
• Condition of doors
• Operation of locks

This is particularly important for business users transporting goods.

Confirm the Fuel Level

Check that the gauge matches what is written in your agreement.

If it does not, raise it immediately. Staff can correct the record in seconds, but it becomes difficult later.

Know What Fuel the Vehicle Uses

Putting the wrong fuel in a hire vehicle is a very common and expensive mistake.

Before leaving:

• Confirm petrol or diesel
• Ask if you are unsure

Adjust for Comfort and Safety

Before moving, take a moment to:

• Adjust mirrors
• Set the seat
• Understand handbrake operation
• Locate lights and indicators

A vehicle you are comfortable with is a safer vehicle.

Understand Breakdown Support

Ask what to do if something happens.

You should know:

• Who to call
• What information to provide
• Whether replacement vehicles are available

Saving the contact number in your phone is helpful.

Additional Drivers

If someone else may drive, they usually need to be approved and recorded in advance.

Never assume another person is covered automatically.

Are Extras Included?

If you ordered additional items such as:

• Child seats
• GPS
• Loading equipment

check they are present and in good condition before you depart.

Business Users Have Extra Considerations

If the vehicle is for work, you may also want to confirm:

• Payload limits
• Height restrictions
• Security features
• Branding policies

Choosing the wrong size vehicle can create operational issues.

Common Mistakes Renters Make

Avoid these frequent problems:

• Driving away without photos
• Not checking return time
• Forgetting fuel rules
• Assuming minor scratches do not matter
• Ignoring dashboard alerts

Small oversights can turn into large bills.

What Happens If You Spot a Problem After Leaving?

If you notice something shortly after departure, contact the rental company immediately.

The earlier it is reported, the easier it is to resolve.

Return Day Is Easier When Collection Day Was Done Right

When you have properly documented the vehicle at pickup, returning it becomes straightforward.

You can hand over the keys confidently knowing there will be no surprises.

Why Mayday Encourages Careful Checks

We want customers to feel secure, not worried.

Clear documentation protects both you and us. It keeps the process fair and transparent, which is how long-term customer relationships are built.

A Simple Habit That Saves Money

Five to ten minutes of checking can prevent:

• Damage disputes
• Insurance complications
• Delayed deposits
• Stressful conversations

It is one of the smartest habits any renter can develop.

Quick Pre-Departure Routine

Smart renters usually follow this order:

1. Review paperwork
2. Walk around the exterior
3. Photograph everything
4. Inspect interior
5. Test lights and controls
6. Confirm fuel
7. Ask final questions

Then drive away with confidence.

Confidence Comes from Preparation

Hiring should feel exciting and convenient, not uncertain.

When you know you have checked everything, you can focus on your trip, job, or plans without distraction.

Conclusion

Checking a car or van before hiring it is the simplest way to protect yourself from unnecessary costs and ensure a smooth rental experience. By reviewing the agreement, documenting the vehicle’s condition, confirming fuel and mileage terms, and understanding your responsibilities, you set yourself up for stress-free driving from collection to return.

To view available vehicles or speak with our friendly team about your upcoming hire, visit Mayday Vehicle Rentals or contact us. We are here to help you get on the road with complete confidence.