Rental vehicles can be a convenient and inexpensive method of transport for businesses, both large and small.  As well as offering drivers great flexibility and an easy way of getting to those important meetings at leisure, hiring a car can be extremely cost-effective if there is more than one member of staff travelling.

For smaller companies in particular, transportation can become very expensive. It can also create added pressure as under the Health & Safety at Work Act, all employers are required to take responsibility for the health and safety of their employees - extending not only to the workplace but also vehicles used on company business.  This issue should be high on employers’ agendas, particularly with the impending Corporate Manslaughter bill.  A rental vehicle from a reputable provider is therefore a great way to give businesses peace of mind and ensure that employees are using vehicles that are properly maintained and fully insured.

To help renters get the most from their car rental experience, below is a handy guide offering hints, tips and considerations when hiring a vehicle.

Choosing a Rental Provider

Consider your vehicle requirements
When choosing a rental vehicle, the smallest available car may not suit your purposes.  It is important to consider the number of people travelling and luggage to be carried.  Comfort and safety of passengers should also be considered, for example, if travelling in a hot country, it is advisable to choose an air-conditioned car to ensure a more comfortable journey.

It is also worth considering what style of car is required – a smaller car may be adequate for day to day use but if there is the need to impress then a premium car can be rented for a short period.  Many car rental companies offer executive vehicles for this purpose.

Check what the rate includes
Make sure you know exactly what the car rental rate for your chosen vehicle includes. Some prices quoted may be unbelievably cheap but there may be hidden extras, so it is normally best to go for an all-inclusive rate.

Take out proper insurance cover
In Europe, car rental companies normally offer Third Party Liability (TPL) cover and Collision Damage Waiver (CDW). Theft Protection (TP) may be an optional extra. It is worth making sure you are covered or you will be liable for the full value of the vehicle if it is stolen. Theft Protection is mandatory in Italy. In most countries, a daily Excess Reduction (EXR) cover can be taken out to reduce the CDW and TP excess. In the USA, you are strongly advised to top up the state minimum third party cover to $1m with Supplementary Liability Insurance (SLI). Some state minimum levels are as low as only $10,000.

Pre-book in the UK
If you are going abroad, a pre-booked programme at a guaranteed rate is likely to be cheaper and will help with budgeting. You will also be guaranteed vehicle availability.

Rent from an internationally recognised brand
It is advisable to rent from a reputable international car rental company, especially abroad. They offer the latest model cars, operate the widest network of locations, prepare vehicles to the highest standards and offer emergency roadside assistance. Also, if you do have a complaint, you can write to their head office in the UK.

Security and peace of mind
Most reputable car rental companies carry out regular comprehensive vehicle checks, so ensure you choose a rental company that provides vehicles that have been thoroughly checked and are well-maintained.

Exclusive services
Many car rental companies offer services specifically for business customers.  It is therefore worth checking whether your chosen rental provider offers a loyalty scheme or special offers and discounts for businesses.

Corporate Alliances and Partnerships
It is also worth considering which other transport providers you plan to use on a business trip, particularly when travelling abroad.  Many car rental companies have international partnerships with airlines, where customers can benefit from a range of offers and incentives, such as discounts, special offers or bonus frequent flyer points when renting a vehicle.

Picking up Your Rental Vehicle

Check for bodywork damage
Before you drive off, make sure that any damage, even a small dent or scratch, is noted on the pre-rental inspection form. Otherwise, you may be charged for damage, which was not your fault. At the same time, make sure you have as much fuel as indicated on the paperwork.

Check the tyres
It is very important to check that tyres are in good condition, have sufficient tread depth and appear properly inflated. Some customers breach the standard terms and conditions and drive their rental vehicles off-road. This can result in a cut or bulge in the sidewall.

Familiarise yourself with the controls
Make sure you are familiar with all controls and that the lights, wipers and horn work properly. Ask a member of staff if you are unsure and request a copy of the handbook. Before you drive off, check fluid and oil levels and carry out a static brake check.

Ensure peace of mind with roadside assistance service in the event of an accident or breakdown
Check you have the necessary cover and a contact telephone number in case emergency assistance is required.

Check the fuel type and return with a full tank
Make sure you know what type of fuel the vehicle uses as you will be liable for the costs involved if you fill up with the wrong type. Return the car with a full tank of fuel, or topped up to the same level as supplied, to avoid paying a refuelling service charge or a premium price per litre.

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