Rental car record: a printable pickup and return sheet
Print this page, or save it as a PDF, and keep it with your rental agreement. It turns the checklist in our pickup and return guide into a sheet you can fill in. A record helps you check a later charge; it doesn’t decide who is responsible. That depends on your agreement and the rental company’s process.
Booking
Company and location: ______________________________ Confirmation number: ______________
Pickup date and time: ______________ Return date, time and location: ______________
Total quoted: $__________ (our rental cost calculator adds up the whole cost) Deposit hold: $__________
Coverage I’m relying on (agreement, waiver, card benefit or insurance): ______________________________
At pickup
- Body: each panel, bumpers, mirrors and the roof if visible
- Glass: windshield chips or cracks, side and rear windows
- Tires and wheels: damage, low-looking tires, curb marks
- Inside: seats, carpets, headliner, smoke smell, dashboard warning lights
- Extras on the agreement are in the car (child seat, toll device, spare-tire kit)
- Photos taken: close-ups and wider shots showing where each mark is
Fuel level: ________ Odometer: ________ Plate: ________
Existing damage found: ____________________________________________
Reported to (name, how, time): ____________________________________________
If something seems unsafe, such as a warning light, a damaged tire or a cracked windshield in your line of sight, don’t drive off. Ask for another car.
At return
- Photos at the return spot: each side, windshield, fuel gauge, odometer, the bay or lane
- Return receipt received, or I know how the location will send it
- After-hours return: procedure confirmed at pickup
Fuel level: ________ Odometer: ________ Time: ________ Return agent (if any): ______________
Keep until any later charges are settled
- Rental agreement and return receipt
- Pickup and return photos
- Notes of who you spoke to and when
- Final receipt, checked against the quote
Inspection records don’t replace coverage. See our guides to rental-counter protection and card coverage.