Summer is the peak season for car and van hire and rental companies can get busy, with availability limited for popular models and van types. This makes it doubly important to make sure that your van hire is hassle-free and does not deliver any unexpected costs or surprises.

The best way to avoid problems is to be prepared and understand exactly what you’ve booked — and to be aware of any extra costs you may have to pay at the branch.

Gerry Keaney, Chief Executive of the British Vehicle Rental and Leasing Association (BVRLA) explains what can happen:

“Rental firms try to maintain the highest standards of customer service, but mistakes do get made. At the same time, some consumers do not pay enough attention when booking their vehicle and later complain about what they perceive as extra charges or a lack of adequate insurance cover.”

To help make sure that none of these potential problems affect you this summer, the BVRLA has produced a ten-point checklist that should enable you to avoid any costly surprises or unexpected restrictions on how you can use the van (or car):

1. Beware of bogus car rental companies. Consumers have been caught out by bogus car and van hire companies in recent years, hoodwinked by their offers of very low prices and nationwide availability, even for last minute bookings. Many customers handed over deposits of hundreds of pounds for cars that never materialised.
2. Use a BVRLA member. Seeing the BVRLA logo on the front desk or website is a sign that you are dealing with a reputable company that has been vetted and operates to a professional code of conduct. You will also be able to use the BVRLA’s conciliation service in the event of any dispute. Find a BVRLA member via the ‘member locator’ on the BVRLA website at: www.carhire.bvrla.co.uk
3. Before you book. Pay close attention to what is and isn’t included in the reservation fee. For example, some rental companies charge extra if you can’t return the vehicle to the same rental branch or are leaving the country.
4. Paperwork.Make sure you read and understand the terms and conditions of your contract with the rental company. Ask for a copy prior to your rental, so that you have plenty of time to read it through.
5. Excess and waivers. Check if there are any exclusions to your loss/damage waiver. For example, in most cases windscreens, tyres, roof damage and undercarriage damage are not covered. You may want to consider arranging third-party van hire excess insurance to cover the hire company’s excess — do this before you collect the vehicle.
6. Fuel.Your car rental quote will not include fuel. Most companies will give you the option of buying a tank of fuel from them and returning the car empty or returning it with a full tank. Remember what you agreed to, otherwise you could end up gifting the rental company a free tank of fuel or paying an extra charge to have the tank re-filled.
7. Going abroad. Make sure that you tell the rental company if you are planning to take the vehicle abroad and that you familiarise yourself with the driving regulations at your destination. You may also need to take additional documentation, such as a VE103B certificate. Vehicles travelling in mainland Europe must carry their registration document, but an exception is made for hire vehicles, which must carry this certificate.
8. At the rental desk. Make sure you turn up with the credit card you used to make your booking and BOTH parts of your driving licence.
9. Collecting the vehicle. Do a thorough inspection, inside and out, walking all the way around the vehicle. Note every single chip, dent and scratch. Pay particular attention to the wheels, windscreen and lights, which are common damage areas. Before you drive the hire vehicle away, familiarise yourself with all of its controls – lights, windscreen wipers etc.
10. The return. Allow plenty of time, particularly at busy rental sites such as airports. Try and return the vehicle during opening hours so that someone can check it over with you. Otherwise you will be liable for any damage that occurs between you returning it and them inspecting it.

If you haven’t driven a van before, then we’d strongly recommend that you also check out our guide to driving a van for the first time. It’s simple and easy to read and contains essential information, such as UK speed limit details for vans (van speed limits are lower than car speed limits).