No one wants to return their rental vehicle and receive a surprise charge for damage they know wasn’t their fault. Nor does anyone want to drive away from the lot with a faulty car. Fortunately, scenarios such as these are easily avoidable. By performing the tasks on our van or rental car inspection checklist, you can drive away feeling confident that your vehicle is in great condition. Read on to find out exactly what you need to look for when picking up your rental van and the necessary steps to take to mitigate unwanted surprises at the end of your trip.
What’s a rental van inspection checklist and why is it important?
A rental van inspection checklist is a comprehensive list of items to check before driving off in your rental van. Conducting a thorough pre-trip inspection is critical to ensure your safety while on the road and to avoid false damage claims upon the vehicle’s return.
Pre-inspection preparations
We know you want your rental process to be smooth and easy, especially if you’re a first-time renter. That’s why arriving prepared with the proper documents is essential. When renting with Greenvans, even though the following paperwork can be uploaded online ahead of time, you’ll need to have it on your person while on the road.
Gather necessary documentation
Though we’re living in a digital age, it’s still advisable to have paper copies as backup of required documents, including your rental agreement, valid Class E driver’s license, and proof of insurance.
If you’re a foreign driver renting a passenger van in the U.S., have your original passport and international driver’s permit if needed, and copies of both.
Understanding the company’s rental policies
Provide some information about how to understand a rental company’s policies plus some important questions a renter should consider
It’s your responsibility to read your rental agreement thoroughly. This will determine the terms, conditions, and agency expectations during your rental. Don’t hesitate to ask for clarification from your agent about any policies that don’t make sense to you.
The following questions should be made crystal clear in your agreement. However, if they’re not, be sure to ask your rep directly.
- Are there any additional fees or surcharges to be aware of?
- Do you accept additional forms of payment besides a credit card?
- Is insurance coverage available and, if so, what’s included?
- What’s the fuel policy?
- Do I need to return the car with a full tank?
- Is there a daily mileage limit and, if so, is there an unlimited mileage option?
- What are the pickup and return procedures?
- Are there any restrictions on where I can drive the vehicle?
- What’s the policy on additional drivers?
- Are there any age restrictions for drivers?
- What’s the cancellation policy?
- Is there a 24-hour emergency assistance service?
Exterior inspection checklist
A van’s exterior is the most likely place to suffer damage. It’s also the most obvious, so it’s a good place to start. If you rent a Ford Transit passenger van with Greenvans, it’s guaranteed that your vehicle has already been thoroughly inspected, but it’s always a good idea to confirm your own van inspection checklist.
- Scratches and dents: Inspect all body panels for dents, scratches, rust, or other minor damage. Check bumpers for visible issues like dents or faulty attachments.
- Windshield and windows: Examine the windshield, side, and rear windows for chips, cracks, or pitting, which are small, shallow indentations or craters on the surface of the windshield.
- Mirrors and lights: Check side and rearview mirrors for cracks, damage, or misalignment. Turn on the van and test all exterior lights, including headlights, taillights, brake lights, and turn signals. Double check that hazard lights are properly functioning.
- Tire condition: Inspect all tires, including the spare! Check for wear, damage, or uneven tread, as well as cuts or punctures. You can check the tread depth using a gauge. Verify that the current tire pressure matches the manufacturer’s specifications. For a Ford Transit passenger van, the front tires should read 48-51 psi (3.3-3.5 bar) and the rear tires should read 61-65 psi (4.2-4.5 bar).
- Wipers: Examine wiper blades closely for wear or damage. Test the windshield washer system to make sure they glide easily.
- Fuel cap: Check that the fuel cap is present and securely fastened.
Interior inspection checklist
The inspection doesn’t end once you’ve surveyed the exterior of the van. Here’s what’s next on your pre-trip inspection checklist.
- Warning lights: Start the engine and observe the dashboard to see that all warning lights illuminate briefly during startup, and that none remain on. Pay special attention to critical indicators including the check engine, oil pressure, and battery lights.
- Odometer reading: Record the current mileage and compare it to the rental agreement for accuracy.
- Conditions of seats and upholstery: Inspect all seats and floor mats for tears, stains, or excessive wear. Check that seatbelts aren’t fraying and are easy to click into place.
- Climate control and air conditioning: Turn on the vehicle and check that the air conditioning and heat are functioning properly. Verify that the controls for front and rear climate zones work correctly.
- Audio and navigation systems: Test audio features like the Ford Transit’s SiriusXM radio and Apple Carplay & Android Auto. Turn on the vehicle to be sure the backup camera is connected and all speakers are working. Test USB ports and other connectivity options.
Mechanical checks
Many agencies, especially independent ones like Greenvans, are diligent when it comes to checking the mechanics of each vehicle prior to every rental. Nonetheless, you should take a look at the following features to make sure everything is in order.
Engine oil and other fluids
- Coolant: Open the hood when the engine is cool and locate the coolant reservoir, which is a translucent plastic container located on the right-hand side of the engine bay in a Ford Transit. The coolant level should be between the “min” and “max” lines located on the side of the container.
- Brake fluid: Repeat the same procedure for the brake fluid, which can be found at the back of the engine bay on the driver’s side in a Ford Transit. Ensure the fluid level is between the “min” and “max” lines, and check that the fluid is clear with a slight yellow tint.
- Windshield washer fluid: Finally, confirm that windshield wiper fluid is filled to about two inches below the cap. The cap will be marked with a windshield or water symbol.
Battery and connections
First, locate the battery. In most Ford Transit models, it can be found under the driver’s seat. Look for signs of corrosion, leaks, or damage on the battery itself and its connections. Check connections by gently wiggling the battery cables to confirm they’re secure. If possible, confirm the battery voltage with a multimeter. A healthy battery should read around 12.6 volts when the engine is off.
Now, start the engine. Does the van start smoothly and without hesitation? Listen for any unusual clicking sounds and look to see that no battery-related warning lights light up on the dashboard. Turn on various electrical components (lights, radio, AC) to ensure that electronics are working properly.
Functional safety check
A safety check should always be performed before you go, if only for your own peace of mind. Here’s what to look at.
Brakes and parking brake
You can quickly check the brakes and parking brake by starting the engine and observing the dashboard for any brake warning lights. Begin to move slowly and gently press the brake pedal. It should feel responsive and centered. Test the parking brake by engaging it on a slight incline if available. Listen for any unusual sounds and feel for vibrations while braking.
Steering and suspension
When inspecting the steering and suspension of a rental car or van, start with the tires. There should be no uneven tire wear or visible damage. Take a short test drive, observing for any pulling, vibrations, or unusual noises. Perform a bounce test on each corner of the van to check shock absorbers before you go.
Lights and signals
Turn on the headlights and walk around the vehicle to ensure both are working properly. For brake lights and turn signals, have a member of your group assist you in inspecting their operation. Alternatively, you can engage the hazard lights, which should activate all the rear lights.
Final checks before driving away
We’ve nearly completed your van and rental car inspection checklist, and there are just a few more things to do before you hit the road.
Confirming fuel level
All rental vehicles should come with a full tank of gas. Double check that this task has been completed prior to departure.
Reviewing emergency equipment
Ask your rep what emergency equipment is included with your rental vehicle. Is there a spare tire or emergency kit? A jack and tools? Confirm that there’s a 24-hour roadside assistance number to call and save the number in your phone.
Tips for documenting
It’s essential to have evidence of any visible issues you notice before you leave. The most minor scrape should be documented ahead of time to avoid any false charges upon return. Here’s what to do if you see something.
Take photos and videos
While ticking the boxes on your pre-trip inspection checklist, it doesn’t hurt to take a video of everything you find. If you see a small dent that doesn’t affect the drivability of the vehicle, save a photo or video just in case.
Notifying the rental company
Whatever you find, notify the rental company right away. It’s preferable that you conduct your inspection with an agency rep. Regardless, send over photos and videos of damages before driving off the lot to cover all bases.
Recording comments in rental agreement
Write about your experience in the rental agreement. This is crucial to do before you go with an agency rep as your witness to avoid any trouble upon return.
Peace of mind, every time, with Greenvans
Greenvans works hard to provide exceptional peace of mind for our renters through our vigilant inspection and maintenance processes. Not only is each van serviced before and after every rental, our fleet is fully replaced every year with brand new models.
While a pre-trip inspection is still necessary, Greenvans’ proactive approach significantly reduces the risk of issues during your rental. Our superior customer service includes 24/7 roadside assistance, an emergency line for major problems, and a commitment to keeping your schedule on track. We’re laser-focused on providing you with a safe, reliable, and stress-free journey, keeping our clients happy and loyal!
I cannot say enough good things about my experience with this company and specifically the representative I spoke with several times. After my experience with them, I’m a loyal customer for life. Support small businesses like this one, don’t go with the big companies! This is more affordable and reliable. – Anya D.
My family and I are beyond impressed with Greenvans. They provided us with excellent customer service all throughout our experience with them and the van itself was very reliable. I hope they continue to thrive and expand their business. They deserve it. – Ramon P.
FAQs about conducting a pre-trip van rental inspection
How do I avoid getting ripped off when renting a vehicle?
To avoid getting ripped off when renting a vehicle, be sure to do the following:
- Read the rental agreement thoroughly and get clear on the agency’s expectations.
- Decline unnecessary insurance if your personal auto policy covers rentals.
- Take photos or videos of the car’s condition before driving off the lot.
- Ask about additional fees for fuel, tolls, or GPS.
- Fill up the tank before returning the vehicle.
How dirty can a rental vehicle be?
A rental vehicle should be returned in the same condition as you received it, or as close to it as possible. Remove all personal items and trash from the interior, and make sure the exterior is free of excessive mud or dirt.
What should I do if I find damage on the rental van before taking it?
Show the damage to an agency rep and take photo and video evidence as backup. Notify the company before leaving, and ask that the condition be added to your rental agreement so there’s no chance of false claims upon return.
How can I document the condition of the rental van during the inspection?
Document the condition of the rental vehicle by taking photos and videos during your inspection. Report any damage immediately to the agency. If the vehicle is undrivable, the agency should provide you with a replacement.
Get a clean, safe, well maintained rental van with Greenvans! Here’s your free quote.
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