Printable travel worksheet
Rental car pickup and return checklist.
Carry the important questions from booking through return. Add the supplier's actual details, select any special route needs, and print a checklist you can use at the car.
Use the booking offer and supplier confirmation to check the final collection, card, cover and return terms.
Make this checklist fit your trip
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CarHire.global · travel worksheet
Rental car pickup and return checklist
Use the selected supplier’s confirmation and agreement for the rules that apply to your booking. Record any difference with the supplier before you drive away.
Stage 01
Before booking
Compare the actual offer and collection arrangement before paying.
- Check the named supplier, exact pickup point and collection method: terminal desk, car park, shuttle or meet-and-greet.
- Check desk hours, the flight-delay or late-arrival process, and how to contact the supplier on the day.
- Read the driver, licence, identification, accepted card and deposit requirements for this offer.
- Compare the rental total, included cover, excess, exclusions and charges for extras you need.
- Check fuel, mileage, return time and location; confirm any one-way or route restrictions before booking.
- Match seats and luggage to the group, including child seats and the boot with every required seat in use.
Stage 02
On arrival and at the counter
Use your confirmation to find the right desk or meeting place.
- Keep the booking confirmation and supplier pickup instructions accessible offline.
- If delayed, use the contact and procedure in your confirmation; do not assume the desk will hold the car.
- Present the required documents and the main driver's accepted payment card.
- Read the rental agreement before signing. Match the agreed price, optional products, deposit, excess, driver names and return details to what you expect.
- Save the breakdown or roadside-assistance number and ask what to do if a warning light, fault or incident occurs.
Stage 03
Before driving away
Record the vehicle's condition while you can still raise a discrepancy.
- Compare the car with the condition report. Ask staff to record unlisted marks or defects before leaving.
- Take dated photos or a video of every side, the roof where visible, wheels, glass, cabin and each existing mark.
- Photograph the fuel or charge level and odometer; check they match the agreement or collection record.
- Check lights, tyres, controls and any child-seat installation. Raise a safety concern with staff before departure.
- Confirm the return address, opening hours, parking bay and key procedure. Save the route before leaving the car park.
Stage 04
At return
Leave a clear record of when, where and how you returned the car.
- Follow the contracted return time, place, fuel or charge policy, and after-hours instructions.
- Keep a fuel receipt if you refuelled. Remove belongings and any phone contacts or destinations saved in the vehicle.
- Photograph all sides, the interior, fuel or charge level and odometer again, including the parked location if returning after hours.
- If staff are present, review the condition together and request a return record. If no staff are present, follow the agreed key-drop process.
- Keep the agreement, photos, receipts and return confirmation until the final charge and deposit release are resolved.
Why the evidence steps matter
A booking reference identifies the reservation; it does not settle what condition the car was in when you collected or returned it. Check the condition report against the car, have missing marks recorded, and retain your own dated photos. At return, keep a second set of photos and a staff record when available. These are practical records if a later charge needs checking.
Collection methods differ even within one airport. Your supplier confirmation should tell you whether to go to a desk, shuttle stop, car park or meeting point. If it is unclear, contact the supplier before travel. Your agreement controls the actual fuel, mileage, delay and return procedure.
Choose a pickup that works for your arrival.
Compare live offers for your pickup location, then use this worksheet to verify the selected supplier’s conditions before and during the rental.
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