Rental Car Pick-Up and Return: Photos, Fuel, Mileage

When you pick up a rental car, walk around the entire vehicle together with the member of staff, photograph every item of damage as well as the overall condition from five sides, record the odometer and fuel readings, and check your documents. When you return the car, do the same in reverse order. It takes ten to twenty minutes and spares you any disagreements over damage, mileage or refuelling.

We will illustrate the process with a common situation: you need a family estate car for four days, for example the Škoda Octavia Combi, and you want to be certain that nothing is wrongly charged to you upon return.

Before Pick-Up: What to Have Ready

Before you arrive at our branch or at the delivery location, please make sure you have everything you need:

• a valid driving licence,
• proof of identity,
• the minimum age of 21 met,
• a means of paying the deposit – the amount is shown on the page of the specific vehicle.

A full overview of the conditions is available on the rental terms page. If we deliver the car to you, please agree the time by phone or e-mail; how delivery works is described in the article car rental Prague vehicle delivery.

Step 1: Inspecting the Bodywork and Taking Photos

Carry out the inspection in daylight or, if necessary, with your phone's torch. Walk around the vehicle and pay attention to:

• bumpers and sills (the most common place for minor scratches),
• wing mirrors and wheels, including the rims,
• the windscreen – chips and cracks,
• the paintwork on the doors and wings, as well as any dents.

Photos: photograph all five sides of the vehicle (front, rear, both sides and the roof, if accessible), and then each existing item of damage both close up and from a distance. Ideally, include a visible part of the car so that it is clear where the damage is located. Keep the photos on your phone with their timestamps until the rental has ended.

All damage you find must be listed in the handover protocol. If anything is missing, say so straight away – it is difficult to prove after you have driven off.

Step 2: Interior, Equipment and Functionality

Get in and check the interior:

• the cleanliness of the upholstery and floor mats (any stains or burns),
• the air conditioning – all vehicles in our fleet have it,
• the controls for the lights, wipers and indicators,
• the warning lights on the dashboard,
• whether the vehicle contains the mandatory equipment and any cables or accessories that belong with the car.

For vehicles without a built-in navigation system, such as the Octavia Combi, please prepare navigation on your phone and a phone holder in advance. By contrast, the Škoda Superb Combi has navigation included in its standard equipment.

Step 3: Fuel, Battery and Odometer

Note down three readings and have them confirmed in the protocol:

• the odometer reading – the basis for calculating the distance driven,
• the fuel level for combustion engines; for the Octavia Combi, this is diesel (1.6 TDI),
• the battery charge level for electric cars, for example the Škoda Enyaq iV.

Photograph the dashboard with the ignition on so that all three readings are legible at once. Always check the rules on the condition in which the car is to be returned (full tank, charge level) in your contract, or ask at pick-up. If you are unsure, please call before you set off using the contact page.

Mileage Limit: Work It Out in Advance

The daily mileage limit decreases with the length of the rental. For our Octavia Combi, the following limits apply:

• 1 day: 300 km/day,
• 2–5 days: 250 km/day,
• 6–14 days: 200 km/day,
• 15–29 days: 150 km/day,
• 30 days or more: 100 km/day.

For a four-day rental, you would therefore work with the limit for the 2–5 day band. The aim is that, at pick-up, you know how many kilometres you may drive and can plan your route accordingly. Please note that the daily rate is charged in 24-hour periods, so return the car at the same hour you collected it, or agree a different time in advance.

If you are planning a much longer period, take a look at our long-term rental.

Step 4: Returning the Vehicle

When returning the car, follow the same routine as at pick-up:

1. Arrive at the agreed time. If you are going to be late, it is better to call us.
2. Remove your personal belongings – check the boot, glove compartments and the space under the seats.
3. The car does not need to be perfectly clean, but it should not be visibly dirty.
4. Photograph all five sides again, as well as the dashboard (odometer, fuel or battery).
5. Walk around the car with the member of staff and have them confirm that there is no new damage.
6. Agree on the return of your deposit and make sure that nothing is left outstanding.

If an accident or damage occurred during the rental, tell us immediately upon return – or preferably on the day it happens. In the event of an accident, the client pays an excess depending on the type of insurance. Further general background is also explained in our earlier article Škoda Octavia Combi for rent.

Most Common Mistakes

• Rushing at pick-up: minor details are then hard to prove.
• Photos taken only from a distance: a scratch is not visible unless there are close-ups as well.
• Fuel level not recorded: a dispute over refuelling then arises on return.
• Items forgotten in the car: check the boot, glove compartments and seat pockets.

Frequently Asked Questions

Do I need to photograph the car if the staff member hands it over with a protocol?

We recommend it. The protocol is the foundation, but your own timestamped photos are additional evidence of the condition of the vehicle at pick-up and return.

What if I notice damage only after driving away?

Please call or write to [email protected] immediately and send photos. The sooner you get in touch, the easier it is to prove that the damage occurred before you took over the car.

May I return the car at a different time from the one we agreed?

The daily rate is charged in 24-hour periods, so please always agree any change of time in advance by phone or e-mail to avoid unexpected complications.

Does the same procedure apply to vehicle delivery?

Yes. When a car is delivered within Prague, it is handed over in the same way – inspection, photos, odometer, fuel and documents – only at the agreed location.

Book a Car with a Clear Handover

Once you know how many days you need the car for and how many people are travelling, choose a vehicle from our fleet or make use of our delivery services. You can complete your booking on the /rezervace page, and we will gladly answer any questions about the condition of the vehicle by phone on +420 703 149 146.