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A successful road trip doesn’t start when you turn the engine on, but when you check the paperwork. The correct documents for a rental car on a road trip are the foundation for a carefree journey. They prevent unexpected problems and costs. Read on to discover which details make the difference between a smooth start and a false start.
The basics: documents for collecting the rental car
Your journey begins at the rental desk. Make sure you arrive well-prepared. The employee will check several personal documents for validity and name. Without the correct paperwork, you won’t get the car keys. Check the expiry date of all your documents in advance.
Make sure you have the following documents ready:
- Valid driving licence: The driver must have held a valid driving licence for at least one year. Within the EU, your Dutch driving licence is sufficient. For countries such as the United States or Australia, you will need an International Driving Permit (IDP) in addition to your regular driving licence.
- Proof of identity: A valid passport or identity card is mandatory. Rental companies do not always accept a driving licence as official proof of identity.
- Credit card in the main driver’s name: The rental company will reserve an amount on your credit card as a security deposit. This amount often varies between 500 and 2000 euros. Please note: rental companies rarely accept debit cards or a credit card belonging to someone else. Also, make sure you know your PIN.
- Rental voucher: This is the confirmation of your booking. Make sure you have it digitally or printed out. It contains your booking number and the main agreements.
‘ An unregistered driver is not insured. ’
The rental agreement: check the small print
Take the time to carefully read the rental agreement before signing it. This document contains all agreements, terms, and costs. Pay particular attention to the details that are important for a road trip. A signature is binding, so ask questions if anything is unclear and have any inaccuracies corrected immediately.
Insurance and cover
Insurance is one of the most important parts of your rental agreement. Check what damage is covered. An all-inclusive package is often recommended. This package includes damage cover (CDW/SCDW), theft cover (TP), and cover for glass, tyres, and undercarriage. Employees may sometimes offer you additional insurance on the spot, even if you have already booked a fully comprehensive package. Explicitly ask what the added value of additional insurance is.
Mileage limit and fuel policy
You’ll cover many miles during a road trip. Check if a mileage limit applies. Unlimited mileage is ideal for a road trip. If there’s a limit, calculate whether you’ll stay within it. The costs for extra miles often add up quickly. The most common fuel policy is full-to-full: you receive the car with a full tank and return it full. Take a photo of the fuel gauge when collecting and returning the car as proof.
Additional driver and crossing national borders
If you plan to share the driving, list every driver on the contract. An unregistered driver is not insured. Do you want to cross national borders during your road trip? Check if this is permitted according to the contract. Sometimes surcharges or restrictions apply to certain countries.
The car itself: pre-departure inspection
In addition to the paperwork, a thorough inspection of the vehicle itself is an important step. Walk around the car with a rental company employee and document everything. This prevents disputes about existing damage when returning the car.
- Exterior: Check the car for scratches, dents, and other damage. Note every discrepancy on the damage report form.
- Tyres and lights: Do the tyres have sufficient tread and are they at the correct pressure? Check the operation of all lights, including the indicators.
- Interior: Test the air conditioning, navigation, and other systems. Check for the presence of mandatory safety equipment, such as a warning triangle, high-visibility vests, and a first-aid kit.
- Documentation in the car: The vehicle registration certificate and the green card (insurance certificate) for the car should be in the glove compartment.
Before departure, take clear photos and a video of the entire car and its exterior. Also, record the mileage and the fuel gauge on the dashboard. This footage will be useful if disagreements arise later regarding damage or miles driven.
Rental car versus own car: what documents differ?
The documents you need for a rental car differ from those for your own car. With a rental car, the rental agreement is the most important document. This contract proves that you are the rightful driver. The rental company provides the car documents, such as the vehicle registration certificate and insurance papers.
When you go on a road trip with your own car, you are responsible for these documents yourself. You must then have the original vehicle registration certificate, your own insurance policy (green card), and a valid certificate of technical inspection (if applicable) with you.
‘ Good preparation is the key to a relaxed road trip. ’
Breakdown assistance for your rental car
Check your rental agreement to see if breakdown assistance is included. With most all-inclusive packages, this is standard. Contact details for breakdown assistance are usually found on the rental agreement itself or on a sticker on the inside of the windscreen or glove compartment. Save this number to your phone. If breakdown assistance is not included as standard, consider adding it as an extra option for additional peace of mind on the road.
Good preparation is the key to a relaxed road trip. On the Traveler Tips website, you will find many more articles and guides to help you plan your ideal trip. Discover our routes, packing lists, and advice for the most beautiful destinations and travel smarter with more experience.
Frequently asked questions
For a road trip with a rental car, a valid driving licence (possibly with an International Driving Permit outside the EU), proof of identity such as a passport or ID card, and a credit card in the main driver’s name are essential. In addition, the rental voucher or contract is important, as are the car’s documents such as the vehicle registration certificate and the green card. Also, ensure that any additional drivers are listed on the contract.
For a road trip, an International Driving Permit (IDP) is often required outside the EU, such as in the USA or Australia, and sometimes even mandatory within the EU, such as in Italy and Spain. Always check the specific requirements per country regarding driving licences, proof of identity, and credit cards. Also, be aware of regional peculiarities like ZTL zones in Italy or toll roads in the USA, and be prepared for any additional documents for the rental car itself, such as the vehicle registration certificate and the green card. Local traffic rules and required safety items like a first-aid kit can vary by country.
For a road trip with a rental car, both physical and digital documents are essential. Carry physical copies of your driving licence, proof of identity, credit card, and rental voucher/contract, and ensure they are valid. Additionally, make digital scans of all these documents and store them securely on your phone as a backup. For safety on the road, keep important papers in a waterproof sleeve and store digital copies in secure cloud storage or on a password-protected device.
For insurance and breakdown assistance, you should carefully check the rental agreement for coverage (SCDW/PAI, theft, glass/tyres/undercarriage) and potentially add roadside assistance for breakdowns. Also, ensure you have the car insurance green card and the vehicle registration certificate with you. Check if an International Driving Permit (IDP) is required outside the EU. Finally, take photos of the car to prevent unjustified claims.
Check the validity of your driving licence, proof of identity, and credit card well in advance, and ensure they are in the main driver’s name. Carefully read the rental agreement before signing and pay attention to the rental period, locations, costs, and insurance. Conduct a thorough vehicle inspection upon collection and take photos or videos of the exterior and interior, odometer readings, and any defects. Add extra drivers to the contract for insurance coverage and consider a larger car for a comfortable road trip.