Guide · vehicle inspection

Rental vehicle inspection checklist for pick-up and return

The inspection report is your only evidence when damage appears. Done quickly or halfway, it protects neither the business nor the customer. Here is what to check, and how to document it, at pick-up and at return.

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Exterior

Bodywork: scratches, dents and chips, with their exact location
Windshield and windows: chips and cracks
Headlights, lights and indicators
Mirrors and door handles
Tyres: tread, sidewalls, and spare wheel if any
Rims: curb damage

Interior

Seats and upholstery: stains, burns, tears
Dashboard: warning lights at start-up
Odometer reading, or engine hours for equipment and jet skis
Fuel (or charge) level
Air conditioning, wipers, seat belts
General cleanliness

Documents and equipment

Check everything handed over with the vehicle. Mandatory safety equipment varies by country: list what applies where you operate.

Vehicle registration and proof of insurance
Safety equipment required in your country
Jack, wheel wrench, spare wheel or puncture kit
Rented extras: child seat, GPS, snow chains…
Number of keys handed over

Photos: how to take them

Dated photos beat a long description. Take them with the customer present, in daylight when possible.

The four corners of the vehicle, then each side
A close-up of every existing damage
The odometer and fuel gauge
The interior: front, back and trunk

At return: compare, don't start over

Run the same checklist at return and compare with the pick-up photos. New damage stands out immediately, and the discussion is based on dated facts. Have the return report signed, even when there is nothing to report.

Equipment, jet skis and RVs: extra points

Equipment: engine hours, tracks or tyres, hoses and cylinders, buckets and attachments
Jet skis and boats: engine hours, hull, propeller or impeller, life jackets supplied
RVs: living equipment, water tanks, awning, kitchenware and bedding

Frequently asked questions

Do I need an inspection for every rental?

Yes, at pick-up and at return. It is the only way to prove when damage appeared.

Are phone photos enough?

They are very useful if they are dated and attached to the rental. Ideally, link them to an inspection report signed by the customer.

How can I save time?

Use a digital inspection: photos, odometer, fuel and signature on a phone, attached to the agreement automatically. That is what Flotway does.

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