In 2025, our data showed a concerning trend: 42% of all off-hired vehicles incurred additional charges for damage, refuelling, or other driver-influenced factors. Most importantly, only 13% of drivers completed both a start and end check, leaving the vast majority of our team vulnerable to costs they may not have been responsible for.
To protect yourself and the company from these avoidable expenses, we are asking everyone to follow the standardised “Photo & Timing” protocol.
Documentation is Your Best Defence
Before you drive away or hand back the keys, you must capture clear photo evidence. This ensures you aren’t blamed for damage caused by a previous driver or a collection agent. Ensure you photograph:
- Full Exterior: Multiple angles of the bodywork.
- Specific Details: Close-ups of tires and the current fuel gauge reading.
- Damage: Any pre-existing or new scratches, dents, or marks.
Respect the 24-Hour Timing Windows
Liability often comes down to when you reported an issue.
- At Rental Start: You have a 24-hour window to report any pre-existing damage not already listed on the delivery check sheet.
- At Rental End: Off-hire checks and images should ideally be taken at the exact point of collection. If a check sheet is submitted more than 24 hours after off-hire, our ability to dispute a charge is significantly weakened.
Watch the Instruction Video
To make this process as easy as possible, we have attached a short instructional video. This video demonstrates exactly how to complete the check sheets, which angles to photograph, and how to submit your documentation through the proper channels.
Please watch the video before your next rental. Taking five minutes to document the vehicle’s condition now can save you significant costs and disputes later.