Quick Summary:
- Bring your physical passport for most international traveller US collections.
- A photocopy rarely replaces a passport, but can speed checks.
- If your passport is in checked luggage, ask the desk about delays.
- Carry your driving licence, card, and booking details to verify identity.
When you arrive to pick up a car hire in the United Estates, the desk agent needs to confirm two things, who you are and whether you are eligible to rent under their rules. For many travellers, especially those visiting from overseas, the simplest way to do that is by showing the physical passport used for travel. However, the exact requirement can vary by supplier, pick up location, and renter profile, and that is where confusion about photocopies often starts.
This guide explains when a rental desk is likely to insist on your physical passport, when a copy might help but not replace it, and what to do if your passport is stuck in checked luggage while you are trying to collect the vehicle.
If you are comparing providers and pick up points, it can help to review the supplier pages and US coverage in one place, for example via Hola Car Rentals in the United States or the UK facing car hire United States page, then confirm the documentation list shown on your specific voucher.
Why rental desks ask for a passport
In the United Estates, car rental desks mainly use documentation to confirm identity, match the renter to the reservation, validate age and licence eligibility, and manage fraud risk. A passport is a strong identity document because it is government issued, hard to forge, and includes a photo plus key details like full name and date of birth.
Even when the desk does not legally require a passport for every renter, it may be part of the supplier’s policy for certain categories of renters. For example, international visitors without a US state ID often find a passport is the quickest way to satisfy ID checks, especially at airports where desks handle high volumes and strict loss prevention rules.
When you will usually need the physical passport
Expect to need the physical passport in these common situations. Policies vary, but these are patterns many renters see across major suppliers.
1) You are visiting from overseas and do not have US state issued ID. If your home driving licence is not US issued, the desk may ask for your passport to confirm identity and country of residence, particularly when the booking is made as a non US resident rate. If you are also presenting an International Driving Permit, the passport helps connect the documents to the same person.
2) Airport rentals and high fraud locations. Airport branches and busy city locations often follow stricter verification routines. A physical passport can be requested even when other photo ID might be acceptable elsewhere.
3) The name on your reservation must be matched precisely. If your booking details, payment card, and licence show minor differences, such as middle names or diacritics, a passport is often used as the main reference document.
4) Special cases, additional checks, or manual overrides. If the desk needs to review your file manually due to a system issue, a declined preauthorisation, or a request for a different vehicle class, they may revert to the strictest document list, including the physical passport.
Because supplier rules differ, it can be useful to check the specific supplier’s documentation expectations in advance. If you know which company you are picking up with, reviewing pages such as Enterprise car rental United States or Avis car rental United States can help you understand what is commonly asked for at the counter.
When a passport might not be required
Some renters collect a US car hire without showing a passport, but this tends to be more common for US residents or travellers who have alternative US issued identification.
US residents with a state driving licence may only need their licence and a matching payment card. Some branches will also ask for a second form of ID, particularly for local renters or one way rentals, but a passport is not always necessary.
Non US visitors with additional accepted photo ID may sometimes be able to use another government issued photo document, but acceptance is branch dependent and can change by time of day and staffing. Relying on this is risky if you have travelled specifically to drive away from the airport.
Pre paid reservations do not remove ID checks. Even if the rental is paid in advance, the desk still needs to confirm identity and take a deposit or preauthorisation in most cases. That means you should still plan to present the documents listed on the voucher.
Is a photocopy of your passport accepted for car hire?
In most cases, a photocopy is not accepted as a replacement for the physical passport. Rental desks typically want to see original documents, especially for identity verification. A photocopy can be altered and is usually treated as supporting information only.
That said, a copy can still be useful in a few practical ways.
It can help the agent locate your details faster. If the desk is trying to match your booking, a clear photocopy or phone scan shows your passport number and spelling of your name.
It can support a conversation while you retrieve the original. If your passport is temporarily unavailable, a copy may help the agent understand you do have it and that it matches the booking, but they may still refuse to release the vehicle until they see the original.
It can help if your passport is lost later. While not related to collection, having a copy stored securely can help when reporting loss or dealing with consular processes.
Some renters ask whether a digital copy on a phone is better than a paper photocopy. It is not usually “accepted” in place of the original either, but it can be clearer and easier to zoom in on. The key point remains, plan as if you will need the physical passport at the counter.
What to do if your passport is in checked luggage
This is more common than you might think, especially when passengers rush through arrivals or when one person is collecting the car while the rest of the party waits. If your passport is in checked luggage, take these steps in order.
1) Go to baggage claim first if possible. If you have not yet collected bags and the car hire desk is before baggage claim, consider whether it is feasible for your group to collect the luggage first. Many airport rental facilities are outside the terminal and you may need to take a shuttle, so think through the route before splitting up.
2) If you are already at the desk, explain the situation immediately. Ask whether they can start the contract and hold it open while you retrieve the passport. Some branches will allow you to begin, then require the original before issuing keys. Others will not proceed at all. Either way, being upfront reduces wasted time.
3) Use other documents to keep things moving. Present your driving licence, payment card in the main renter’s name, and reservation confirmation. A photocopy or phone scan of the passport can help the agent confirm spelling, but do not assume it will unlock the rental.
4) Ask about timing and requeue rules. If the branch is busy, clarify whether you will need to rejoin the back of the queue when you return. If you are travelling with children or on a tight schedule, this can affect whether you wait or go for luggage first.
5) Do not send someone else with your passport. The person named as the main driver and renter is usually the one who must present ID. Even if a companion brings your passport back, you may still need to be physically present for signature and card checks.
If you suspect your luggage is delayed, treat it as a higher risk scenario. You may need to adjust plans, because many suppliers will not release a vehicle without the primary renter’s original ID. This is one reason travellers sometimes prefer to keep passports in hand luggage, even on short flights.
Other documents you may be asked for at US collection desks
Focusing only on passports can hide the real source of many collection problems. To avoid a refused collection, consider the full documentation set.
Driving licence. Bring the original plastic card. Temporary or paper licences are frequently rejected. Ensure the licence is valid for the entire rental.
International Driving Permit. Not always required in the United Estates, but it can be requested if your licence is not in English or uses a non Roman alphabet. Even when not mandatory, it can smooth communication.
Payment card. Most suppliers require a credit card in the main renter’s name for the deposit or preauthorisation. Some locations accept debit cards with restrictions, but this varies widely. If the payment card name does not match the passport and licence, expect delays or refusal.
Proof of return travel or address. Some branches ask for additional proof such as a hotel booking, local address, or return flight details, particularly for international renters or certain rate types.
Additional driver documentation. Extra drivers may need to present ID and licence at the counter too, even if you added them in advance.
If you are renting a larger vehicle, the same principles apply. For travellers planning group trips, reviewing van hire United States information can be helpful, since larger rentals can come with stricter age and card requirements, which can make the desk even less flexible on identity documents.
Practical tips to avoid problems with passport checks
Keep your passport accessible. For airport pick ups, store it in a secure pocket or carry on bag you will have with you at the desk. If you prefer not to carry it around during the trip, you can return it to your hotel safe after collection.
Match names across documents. Try to book using the exact name shown on your passport and licence. If your booking includes only a first and last name but your documents include a middle name, that is usually fine, but avoid nicknames.
Carry a copy, but do not rely on it. A photocopy or phone scan is best treated as backup information, not as a ticket to collect the keys.
Arrive with time buffer. Passport or ID issues can turn a ten minute stop into a long wait, especially at peak arrival times. Build extra time if you must drive far after landing.
If in doubt, check supplier specific expectations early. Requirements can differ even between well known brands. If you are comparing options, pages such as Dollar car rental United States can help you narrow down choices, then confirm the exact document list on your confirmation.
What if you cannot produce your physical passport at all?
If your passport is genuinely unavailable, for example it is lost, stolen, or held by an authority, you may not be able to collect the car hire as planned. Many desks will treat this as a failure to meet the rental conditions, even if you have a copy.
Your best option is to contact the supplier as soon as possible, explain the situation, and ask what alternatives are accepted at that location. In some cases, a different government issued photo ID plus additional verification could be accepted, but you should be prepared for refusal. If you are overseas and your passport is missing, you may need to prioritise getting emergency travel documentation first.
FAQ
Do I need my passport to collect a car hire in the United Estates? Often yes for international visitors, especially at airports. US residents may be able to collect with a state driving licence and a matching payment card, but rules vary by location and supplier.
Will a photocopy of my passport be accepted instead of the original? Usually no. A photocopy or phone scan can help confirm details, but most desks require the physical passport to release the vehicle to the main renter.
My passport is in checked luggage, can I still pick up the car? Sometimes the desk can start the paperwork, but many will not hand over keys until you present the original passport. Collect your luggage first if you can, or ask the agent about holding your place while you retrieve it.
What other documents should I bring besides a passport? Bring your original driving licence, the payment card in the main renter’s name, and your booking confirmation. An International Driving Permit may be needed if your licence is not in English.
Can someone else collect the rental if they have my passport? Typically no. The person named as the main renter usually must be present with their own documents, sign the agreement, and provide the payment card for the deposit.
