Damage Reports and Why They Matter When Hiring a Car

If upon returning your hire car to the rental desk you are greeted with a damage report, here’s what you can expect and why they matter when you hire a car, and how a ReduceMyExcess excess insurance policy for hire cars can reimburse the amount to you.

What is a Damage Report?

A damage report, sometimes known as a vehicle condition report, should accompany your rental agreement. It will outline the car’s condition, including any existing damage such as scratches and dents. If you check the rental vehicle and spot any damage that is not included on the damage report, be sure to flag this to the rental company as you don’t want to be unfairly charged for it upon returning the keys.

Signing the report will protect from being found liable for pre-existing damage. In signing it, you confirm that you accept the vehicle’s condition as it is, and at drop off to acknowledge any new damage. This is why it’s really important to take photos and videos of the car both at drop off and at pick up to support you.

What Does a Damage Report Include?

A detailed damage reports should include these things:

• Vehicle identification – this includes the registration number, make, and model.
• Existing Damage Documentation – detailed notes on all dents, scratches, chips etc should be noted.
• Condition Checklist – this is usually a diagram of the car that with the damages marked. It’s normally categorised by panels such as metal, plastic and glass.
• Date and Time Stamps – these details ensure there is an accurate record of when the inspection occurred.
• Damage Severity – upon returning the hire car, this section will describe or categorise the damage deciding if it’s fair wear and tear or chargeable.
• Signatures – both the customer and the car hire company agent must sign the document at check-in and check-out.

What Counts as Fair Wear and Tear?

Fair wear and tear are the normal and unavoidable signs of use that you’d expect to occur as the result of driving the car responsibly for the length of the rental. Whilst the wear and tear deemed acceptable will vary from car hire company to car hire company (so it’s important to check with them), the general consensus will be that damage, negligence, or misuse do not count as fair wear and tear. So what is?

Exterior

• Light scratches or scuffs that are small or superficial (less than 2-2.5cm/1 inch)
• Tiny stone chips on the bonnet or windscreen from normal driving
• Minor bumper scuffs that haven’t broken paint or dented panels
• Fading of paint or trim from sunlight

Tyres & Wheels

• Normal tread wear
• Minor scuffs on wheel rims but no cracks or deep gouges

Interior

• Light dirt or dust
• Normal creasing on seats
• Small marks on plastic trims
• Carpet wear from shoes

Mechanical

• Normal mileage-related wear
• No warning lights caused by driver error

For those hiring a car in the UK, the hire company should adhere to the BVRLA Fair Wear and Tear guidelines.

What Happens if Damage is Found at Drop-Off?

Upon dropping the hire vehicle off at the end of the hire period, the car will be inspected. If possible, return the vehicle during staffed hours so there is someone there to walk you through the inspection and outcome.

If new damage is found, it will be recorded on the damage report and you’ll be asked to sign or acknowledge it. You will be then charged. The amount you could be charged really varies but you will only ever be charged up to the excess limit stated on your rental agreement – which can sometimes be thousands. You’ll receive an invoice and the credit card on file will be charged.

Then, you’ll head to the ReduceMyExcess website, navigate to to our Claims page and fill in a claims form. To avoid delays, please provide us with all the necessary supporting documentation. Once your claim has been approved, the amount the hire company charged you for the damage will be reimbursed.

To Summarise

Damage reports are a standard part of hiring a car but they don’t need to be stressful. Understanding how they work and having a robust car hire excess insurance policy in place will mean that if you are charged for damage, you can claim the cost back.